The aim of this project is to provide the Ministry of Public Health and Sanitation (MOPHS) with sufficient and adequate technical support to improve coverage and quality of essential nutrition services at health facility and community level as well as support monitoring, reporting and coordination mechanisms in 18 Arid and Semi-Arid districts and urban poor areas (i.e. Turkana, Mandera, Wajir, Garissa, Ijara, Tana River, Moyale, Marsabit, Isiolo, Samburu, Baringo, West Pokot, Laikipia, Makueni, Kitui, Mwingi, Kilifi, Kajiado, Nairobi, Kisumu and Mombasa) which have been particularly affected by deteriorating household food security.
Purpose and Scope of Assignment
The aim of this project is to provide the Ministry of Public Health and Sanitation (MOPHS) with sufficient and adequate technical support to improve coverage and quality ofessential nutrition services at health facility and community level as well assupport monitoring, reporting and coordination mechanisms in 18 Arid and Semi-Arid districts and urban poor areas (i.e. Turkana, Mandera, Wajir, Garissa, Ijara, Tana River, Moyale, Marsabit, Isiolo, Samburu, Baringo, West Pokot, Laikipia, Makueni, Kitui, Mwingi, Kilifi, Kajiado, Nairobi, Kisumu and Mombasa) which have been particularly affected by deteriorating household food security.
The Project Support Assistant will work under the guidance and supervision of the Project Support Officer and report to the same. S/He shall provide support to the Project Manager in administration and logistics to support the project with an emphasis on essential UNOPS procedures in the areas of finance, procurement and administration.
Specifically the incumbent will be responsible for the following substantive tasks; this list is not representative of all the duties required but indicates typical
duties and responsibilities:
Project Support
Provide support to the Project Manager in:
Prepare and reconcile Operation Advances.
Manage Chart of Accounts, Raise Requisitions and Purchase Orders for approval;
Prepare and submit vendors for approval;
Raise vouchers and receipts;
Prepare and submit note to file for shopping.
Prepare cumulation tables for all procurement activities.
Support in facilitating of workshops/seminars
Assist in RFQs.
Assist in Asset disposal. Conduct Asset verification and Inventory verification.
Prepare TRIP requests, draft Travel Authorisations, draft and reconcile TECs.
Conduct required protocol actions such as visas, and customs clearances for the project.
Assist in the preparation of reports to HQ.
Assist in fleet management.
Assist in management of vendors and contractors employed by the project.
Assist in project administration and logistics as required by the Project Manager.
Coordination and Liaison
Proactively coordinate and liaise with UNOPS (Finance, Procurement, Human Resources) on administrative management issues (related to i.e.payments, purchase orders, staff contracts) related to the projects;
Proactively coordinate and liaise with UNOPS Field Offices on administrative management issues if any;
Proactively coordinate and liaise with UNOPS Regional Office and HQ (Legal and Finance units) when required on administrative management issues;
General Duties
Maintain close communication with the Support Units (HR, Procurement, Finance and IT) to ensure constant exchange of best practices and standardization of approaches;
Provide inputs and suggestions as appropriate to streamline workflows/business processes and document templates/formats;
Provide support to the Project Manager in effective administration and logistics carried out for the project so that operational tempo is maintained
Education
High school diploma is required.
A Bachelor or master’s degree in Busi…
High school diploma is required. A Bachelor or master’s degree in Business or Public Administration, project management or related field will be considered a strong asset.
Experience
4 years of experience in project support functions are required in combinati…
4 years of experience in project support functions are required in combination with a high school degree. A BA or a MA degree may substitute for some or all the required years of experience respectively.
Languages
Fluency in English is required;
Knowledge of one of the officially rec…
Fluency in English is required;
Knowledge of one of the officially recognized native languages of is required
Competencies
Treats all individuals with respect; responds sensitively to differences and enc…
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
