Administration Assistant

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

Based in Nairobi, UNOPS East and Southern Africa supports sustainable development across 14 countries, including Kenya, Malawi, Mozambique, Somalia, Tanzania, Zambia, Zanzibar, and Zimbabwe. Since 1995, UNOPS has expanded its footprint in Kenya, delivering services in project management, infrastructure, procurement, and financial management. Across the region, the office implements diverse, partner-funded initiatives that respond to national priorities. In Mozambique, this includes delivering specialized equipment (EU), supporting health services (UNICEF), promoting agro-processing (KOICA), and advancing peacebuilding efforts through a Multi-Donor Fund. UNOPS also supports agricultural input distribution and the Northern Crisis Recovery Project, both funded by the World Bank. In Malawi, efforts include developing Technical and Vocational Education and Training (TVET) centres in partnership with the EU and the British Council. These initiatives reflect UNOPS’ commitment to strengthening national capacities, enhancing service delivery, and supporting progress toward the Sustainable Development Goals (SDGs) in the region.

This position operates within the Africa regional office of UNOPS in Nairobi. The role is crucial for ensuring the smooth execution of administrative, travel, and procurement processes, directly contributing to the operational efficiency and effective delivery of services in a dynamic regional environment. The incumbent will apply established rules and procedures to manage daily transactions, supporting both office and project personnel.

The Administration Assistant processes standard administrative, travel, and procurement transactions, ensuring full compliance with established rules and procedures. S/he provides essential support to office and project personnel, maintaining accurate records and contributing to the efficient functioning of the regional office.

1. Ensures provision of reliable administrative and asset management support

• Supports the arrangement of local and international travel for office and project personnel.

• Follows up on payment of reimbursement to project personnel for use of mobile services and other expenses.

• Provides support with respect to protocol issues and requests for official documentation.

• Prepares accurate and regular monitoring and updates, as required, inventory lists and adequate property records for the office, as well as for projects.

• Assists with other support service matters.

• Administers the receipt of goods and equipment for the office and projects, including inspection and report preparation.

• Files administrative documents in line with the policy.

• Assists in the organization of meetings, conferences, and visits.

• Provides advice on support services entitlements and regulations in accordance with UNOPS rules.

• Provides logistical support to visiting missions and personnel.

• Supports liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space, and other administrative matters

2. Support travel administration

• Assists in the preparation and implementation of Quarterly Travel Plans.

• Prepares and/or reviews Travel Authorizations (TAs) and verifies that travel claims are fully documented.

• Assists in all domestic and international bookings, including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings, and related tasks.

• Processes requests for payments, including timely payment of travel expenses to personnel and visitors.

• Registers each activity on the Travel Register in accordance with Standard Operating Procedures (SOP).

• Processes requests for visas and liaises with travel agents and/or national missions to ensure the timely processing of visas.

• Maintains the visa tracker up-to-date and takes action on visa extension/renews as and when needed.

• Maintains an up-to-date travel directory of all travels undertaken.

3. Procurement support

• Provides procurement support, such as but not limited to receiving quotations, bids or proposals, participating in evaluations both technically and financially, creating purchase orders (POs), receipts, and requests for payments in oneUNOPS (ERP system).

• Initiates requisitions for goods and services and creates requisitions in the UNOPS ERP.

• Registers supplier details in UNOPS ERP.

• Monitors and records deliverables of goods and services and ensures timely payments.

4. Knowledge building and knowledge sharing

• Provides support to the organization, facilitation, and/or delivery of training and learning initiatives for personnel on Support Service topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

• Collects feedback, ideas, and internal knowledge about processes and best practices and utilizes productively.

• Liaises with relevant MCO, HQ, and UN system units to exchange information and follow up on pending issues.

Required

• Secondary School Diploma or High School Diploma with a minimum of four (4) years of relevant experience.

• A Bachelor's or Master's degree with no work experience.

Desired

• A university degree in Business Administration or Public Administration or related field.

  Certification in Office Administration or related field.

Required

• Minimum of four (4) years of relevant experience in administration, travel management, or a related field with a secondary school diploma.

• Computer literacy and skills are required.

Desired

• Prior experience with the UN system or an international NGO.

• UNOPS does not accept unsolicited resumes.
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.