Batch Vacancy: Programme Assistant (GS-5), Fixed Term, Programme Group (Various Positions), Nairobi – Kenya

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

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

For every child, an opportunity……

Under the supervision and guidance of the supervisor, the Programme Assistant (s) will be  responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. A specific JD will be shared at the time of interviews.

How can you make a difference?

Budget Monitoring

• Monitoring and reporting of budget related key performance indicators for the Unit. Regularly monitoring budgets and financial expenditures by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.
• Carrying out transactions in VISION, ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and making amendments and alterations as per unit revisions, when necessary and tracking expiring programme grants.
• Liaise and coordinate with Other HQ teams, divisions, regional and country offices on budget management tasks, including specific support to the daily management of the Funds.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Office Planning & Management

• Arrange meetings (in person and virtual) for the team, prepare agenda, take meeting minutes and coordinate specific follow-up, as needed
• Facilitate capacity development activities, workshops, and events by making the logistical arrangements, engaging with facilitators and guests, as needed.
• Preparing monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.
• Helping prepare periodic or ad-hoc financial reports and donors to support the team in optimizing use of programme funds.
• Assist the team with travel arrangements and entitlements based on the organization’s rules and policies.
• Liaise with relevant travel focal points to ensure compliance.
• Maintains office calendar and arranges meetings
• Communicates routine and some non-routine information pertaining to the work of the team
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Procurement/Operations

• Supporting procurement and contracting of individual consultants/contractors, Institutional contracts, Programme Cooperation agreements, UN-UN agreements and Recruitment of interns as per the annual work plans.
• Lead the management of administrative supplies, office equipment, and updating of inventory.
• Liaise with the Operations Hub in coordinating the onboarding and offboarding of new staff, management of team’s office space, and finance related issue.
• Provides travel assistance to staff members in section for travel arrangements and 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

Perform any other duties and responsibilities assigned as required

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.
• 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 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 including 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, 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 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, therefore, 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, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).

Government employees that are considered for employment with UNICEF are normally required to resign from their government 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 only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”

For more information on remuneration and benefits, please visit UNICEF’s Entitlements’ page.  If you would like to find estimates for entitlements, you may use the online Salary Estimate Calculator

• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.