Support Services Senior Assistant

  • Full Time
  • Nairobi
  • Posted 6 months ago
  • Applications have closed

UNOPS

UNOPS is seeking a highly organized and detail-oriented Support Services Senior Assistant to join the Cities Alliance team in Nairobi, Kenya. This role is crucial in ensuring the smooth operation of the Cities Alliance office and supporting various administrative and operational functions.

About UNOPS and Cities Alliance:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Cities Alliance, hosted by UNOPS, is a global partnership promoting the role of cities in poverty reduction and sustainable development. With headquarters in Brussels, Cities Alliance is a leader in grant-making to support strategic citywide planning, slum upgrading strategies, and national policies aimed at creating more inclusive and sustainable cities.

Key Responsibilities:

1. Administrative Support

  • – Handle routine administrative tasks and process issues
  • – Provide logistical support for office operations
  • – Monitor budgets, contracts, and purchases related to office expenses
  • – Track leave schedules and ensure compliance with UNOPS policies
  • – Facilitate onboarding for new personnel
  • – Prepare and monitor yearly budget for the Portfolio and Operations Team

2. Travel and Event Management

  • – Coordinate and monitor quarterly travel plans for the team and consultants
  • – Process travel authorizations, book flights and accommodations, and handle visa requests
  • – Manage travel claims and purchase orders in the UNOPS system
  • – Ensure compliance with travel policies and procedures
  • – Provide comprehensive event management support for meetings, conferences, and workshops

3. Inventory and Asset Management

  • – Manage office supplies and maintain accurate stock lists
  • – Conduct physical inventory checks and prepare periodic reports
  • – Participate in UNOPS biannual physical asset verification
  • – Register assets in electronic systems

4. Procurement Support

  • – Assist with procurement processes, including obtaining quotations and evaluating bids
  • – Create purchase orders and process payments in the UNOPS ERP system
  • – Monitor deliverables and ensure timely payments to suppliers

5. Knowledge Management

  • – Maintain efficient filing systems and ensure information is up-to-date
  • – Participate in training events related to operations, logistics, and travel
  • – Facilitate training for new personnel on UNOPS procedures
  • – Contribute to knowledge networks and communities of practice

Requirements:

Education:

  • – High school diploma required
  • – Bachelor’s degree in Business Administration, Public Administration, or related field preferred
  • – Administrative certification is an asset

Experience:

  • – Minimum 5 years of experience in administrative, operations, logistics, travel management, or related fields
  • – Proficiency in Google Workspace and Microsoft Office
  • – Experience with UN system organizations is desirable
  • – Strong collaborative skills and ability to work across teams

Language Skills:

  • – Fluency in written and spoken English required
  • – Basic knowledge of French is an advantage

Key Competencies:

  • – Respect for diversity and inclusion
  • – Strong teamwork and collaboration skills
  • – Ability to build and maintain external relationships
  • – Results-oriented with attention to detail
  • – Adaptability and flexibility in a fast-paced environment
  • – Analytical and problem-solving skills
  • – Excellent communication and conflict resolution abilities

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