This is a recruitment for a GS-5 level post (Full time) to provide support to the WASH in Emergencies and Fragile settings unit based in Nairobi and part of the WASH Programme Group team globally. Under the overall supervision of the Senior Advisor leading the assigned unit(s) or others as identified by the unit, the Programme Assistant (PA-GS5) provides support in a range of procedural, administrative, and operational tasks, to help develop, implement and monitor the functions of the unit (s), ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. During and also following the HQEI transition period, team members will be working across various time zones. Programme Assistants are expected to actively coordinate with their counterparts in the New York HQ office to ensure effective coverage and support for time-sensitive requests, ensuring smooth operations across different time zones.
Duties and Responsibilities
Budget Monitoring
- Monitors budgets and financial expenditures of section,
ensuring compliance with UNICEF rules and regulations, keeping supervisor
informed and advised on actions for decision/follow up.
- Provides support on budget revision/preparation,
implementation status, determination position of funding utilization,
operational, and financial closure.
- Carries out transactions in VISION pertaining to grants for
his/her Unit such as registering grant allotments and tracking expiring
programme grants.
- Office Planning & Project Management
- Ensures the availability of timely, complete and accurate
information and data for preparing section work plans and project
management plans.
- Monitors project implementation against established milestones
and makes recommendations to improve performance.
- Helps ensure timely compliance with agreed deadlines.
- Prepares and maintains records pertaining to programme
planning and development for his/her respective unit(s).
- Carries out transactions in VISION ensuring programme results,
activities and programme coding are as per annual work plans (AWPs) and
makes amendments and alterations as per unit revisions when necessary.
Procurement
- Guides managers in the process of PCA/SSAs in line with the
policies and guidance issued by FRG, supply division and DHR.
- Supports with preparing and processing direct cash transfers
to partners, review partnership agreement documents, and verify
liquidations.
- Facilitates the processing of contracts for consultants and
external partners that provide a service to the section. This includes
preparing and filing documents, completing necessary forms and templates
and making necessary logistical arrangements.
- Maintains up-to-date vendor lists, partners, and consultant
rosters.
- Collects invoices and filing documents for approval and
thereafter processing in VISION and Service Gateway.
Communications & Workflow
- Facilitates the communications and workflow of the
organizational unit to enhance the efficiency and timeliness of operations
and outputs.
- Manages incoming and outgoing correspondence, e-mails and
telephone calls.
- Communicates routine and non-routine information pertaining to
the work of the team.
- Establishes and maintains the section’s digital filing and
reference systems (where relevant).
Events/Logistics
- Maintains section/unit calendar and arranges meetings. Takes
minutes of meetings and keeps the correspondence of the team well
organized.
- Supports capacity development activities and conferences by
making the logistical arrangements, through engaging with facilitators,
caterers and hosts.
- Arranges times through liaising with participants over
availability.
- Liaises with budget focal points and section over costs and
needs.
- Prepares background materials for participants.
- Supports administrative and protocol issues, in consultation
with the Global Office, in Nairobi Operations team as part of staff
onboarding and settling-in processes and where needed.
Travel & Attendance
- Provides travel assistance to staff members in section for
travel arrangements and entitlements based on the organization’s rules and
policies. Liaises with relevant travel focal points to ensure that the
organization obtains the best service and price for all travel.
- Briefs/de-briefs staff members on issues relating to related
administrative matters such as visas, security clearance, and
documentation procedures.
- Extracts, inputs, maintains, and verifies correctness of
travel records in the organization’s travel system to ensure accurate
transactions related to travel costs and staff travel.
- Assists in the preparation of budgets on travel costs and
maintain travel plan and budgetary control records.
- Monitors travel certification and report back to the team.
- Maintains and updates a system which monitors the absence of
staff in the unit.
Invoice Processing
- Responds to client transaction status and other inquiries.
Supplies/Equipment
- Supports management of administrative supplies, office
equipment, and updating inventory of items.
- Monitors and supervises adequate and appropriate use of
supplies. Ensures that services and maintenance of premises are in
accordance with organizational standards.
- Arranges for the purchase and timely distribution of office
supplies.
Other
- Supports capacity development activities, meetings and
conferences by making the logistical arrangements, through engaging with
facilitators, caterers and hosts; arranging times through liaising with
participants over availability; liaising with budget focal points and
section over costs and needs; and preparing background materials for
participants.
- Supports administrative and protocol issues in consultation
with the Global Office in Nairobi Operations team as part of staff
onboarding and settling-in processes and where needed.
How to Apply
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