Travel and Administration Consultant, Programme Division (Nairobi, Kenya)
Organizational Context
The United Nations Population Fund (UNFPA) is the UN's sexual and reproductive health agency, committed to a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. This consultant role is situated within the Programme Division Directorate in Nairobi, Kenya, providing essential administrative and travel support to thematic branches.
Job Purpose
The consultant will provide crucial travel and general administrative support to the Programme Division's thematic branches, operating under the Programme Specialist, Operations and Programme Administration. This role is designed to ensure that branch travel arrangements and daily administrative tasks are managed efficiently and in accordance with UNFPA policies and procedures. By handling these operational aspects, the consultant enables branch staff to dedicate their focus to substantive programmatic work, thereby enhancing the overall effectiveness and timely delivery of the division's objectives.
Responsibilities
The consultant will support branches in preparing and updating travel plans, initiating travel requests in UNALL, and making initial travel arrangements. Responsibilities include facilitating visa and UN laissez-passer applications, tracking itineraries, and managing post-travel follow-up, including claims. Administrative duties involve maintaining calendars, preparing requisitions and purchase orders in Quantum for logistical services, and supporting vendor payments. The role also assists in preparing documentation for consultant recruitment, organizing internal meetings, workshops, and conferences, and supporting audio/video conferences. Maintaining digital filing systems and utilizing corporate systems like Quantum, UNALL, and Google Workspace are key functions.
Work Experience
Five years of progressively responsible experience in administration within the public or private sector is required. This is reduced to four years for candidates with a relevant first-level or advanced university degree. Experience in travel administration and UN procurement/financial procedures is desirable. Familiarity with UNFPA procedures and systems is strongly preferred.
Skills
Proficiency in Microsoft Word, Excel, and PowerPoint is essential; experience with Google Workspace is ideal. Strong interpersonal and organizational skills, coupled with good writing and communication abilities, are necessary. The ability to interpret and explain rules, regulations, and procedures clearly is important. Fluency in English is required; fluency in another UN language is desirable.