Project Support Assistant at United Nations Office for Project Services

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