Under the Strategic Plan 2022-2025, Water, Sanitation and Hygiene (WASH) is an integral part of Goal 4 ensuring that “every child lives in a safe and clean environment”. UNICEF supports WASH programming across a range of countries, from stable to fragile contexts, and with emphasis on technical support to strengthening the quality and sustainability of WASH services and systems for families and communities. Our interventions range from policy and planning, though leadership, evidence and advocacy to service delivery and we work at sub-national to global levels.
Key priorities for UNICEF WASH under this strategic plan include a shift in how we work with service delivery across households and institutions (humanitarian and development), systems strengthening including a focus on financing WASH, climate resilience and how we work in the WASH development – humanitarian– peace nexus. Organization wide Indicators for WASH systems strengthening are monitored for the first time under Result Area 2 of Goal 4.
For every child, an opportunity……
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.
How can you make a difference?
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.
To qualify as a champion for every child, the candidate must have…
- Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
- A minimum of five years of administrative or clerical work experience is required.
- General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Kenya and/or a commuting area to be considered eligible for this position.
- Prior experience in programme support functions is an asset.
- Relevant experience in a UN system agency or organization is considered as an asset.
- Ability to work effectively with people of different national and cultural backgrounds.
- Ability to effectively manage the section’s material resources and monitor its budget.
- Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
- Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
- Proficiency in using SAP/ERP systems (VISION) will be an asset.
- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF Competencies Required For This Post Are…
- Builds and maintains partnerships
- Demonstrates self-awareness and ethical awareness
- Drive to achieve results for impact
- Innovates and embraces change
- Manages ambiguity and complexity
- Thinks and acts strategically
- Works collaboratively with others
Familiarize yourself with our competency framework and its different levels.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children.
All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks
As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
