Administration Assistant

Administration Assistant

General Information

Position Title

Administration Assistant

Job Category

Strategy & Corporate Services

Duty Station(s)

Nairobi

Seniority Level

Entry Level

ICS Level

ICS 04

Contract Type

ICA - LICA - Support - Regular

Contract Level

LICA 4

Posting Start Date

11-Nov-2026

Posting End Date

25-Nov-2026

Duration

On going

Job Highlight

This role offers a valuable opportunity to contribute to the operational backbone of UNOPS's regional efforts, gaining hands-on experience in administrative, travel, and procurement processes within an international development context. It provides exposure to diverse projects and stakeholders, fostering professional growth in a supportive environment.

About the Region

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.

About the Country/Multi-Country Office

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.

Job Specific Context

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.

Role Purpose

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.

Functions / Key Results Expected

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.

Skills

• Administrative Assistance, Computer Literacy, Data Entry, Filing, Office Administration, Organizational Effectiveness, Records Management

• Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others, utilizing appropriate leadership styles.

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.