How can you make a difference?Under the close supervision and guidance of the Senior Programme Manager (Outbreak Response), you will support the Polio Outbreak Response Work Stream in Nairobi, Kenya, by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement, and monitor the team activities, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. The Assistant works closely with other Programme Assistants within the Polio Eradication Programme.Key Functions And Accountabilities Include The FollowingFacilitate the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements.Assist in basic research, drafting of presentations, statements, day-to-day correspondences, and memos. Prioritize and track the schedule of meetings and respond to information queries in person or by telephone or e-mail.Collecting invoices and filing documents for approval and thereafter processing in VISION and Mycase.Preparing and maintaining records, documents, and control plans for the monitoring of project/programme implementation and financial expenditures.Supporting the management of administrative supplies and office equipment.Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.Arrange for the Senior Programme Manager – Outbreak Response's participation in internal and external meetings, conferences, and visits to UNICEF regional and country offices, and prepare background information and briefings on sponsoring offices and institution as required.Supporting capacity development activities, meetings, and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.Arrange travel for the unit using online bookings tools to set-up itinerary, requesting visa, security and medical clearance, hotel booking and ground transportation.Maintain travel plan, certifications in VISION in coordination with travel unit, manage travel arrangements including preparation of TAs, processing of itinerary, visas, health and security clearances and other related work for travel of professional staff, and for consultants, as necessary.Provide support in preparation of interviews for recruitment and liaise with Polio Operations Assistant in HQ to ensure supporting documentation is in order.Monitor and update the financial commitments and expenditures against the budget within Cross-Sectoral Areas such as travel, contracts, and meeting expenditures.Assist in preparation of Annual Work Plans budget, flag any deviations from agreed plans and coordinate with the Operations Assistant and Polio Finance Team as needed.Preparing and maintaining records pertaining to programme planning and development for the Polio Outbreak Response Work Stream.Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per section revisions when necessary.To qualify as an advocate for every child you will have…EducationThe following minimum requirements:Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.Work Experience / SkillsA minimum of six years of progressively responsible administrative or clerical work experience is required.Excellent understanding of contractual regulations and processes in UNICEF or UN system.Experience in facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery.Experience in arranging travel using online booking tools to set-up itinerary, requesting visa, security and medical clearance, hotel booking and ground transportation.Good knowledge of IT tools including Word, Excel, PowerPoint, ERP (Vision) and SharePointLanguage RequirementsFluency in English is required.LanguageThe following desirables:Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
