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Programme Assistant

Nairobi

  • Organization: UNDP - United Nations Development Programme
  • Location: Nairobi
  • Grade: Administrative support - NPSA-5, National Personnel Services Agreement
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2025-02-27

Background
 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UNV Regional Office for East and Southern Africa (ESARO) provides oversight and strategic guidance to the UNV Field Units (FUs) in the region and is accountable for the placement of UN Volunteers mobilized for UN Agencies, Funds, and Programmes (AFPs) focused on peace, development, and humanitarian needs. 

The Regional Office (RO) oversees UNV’s engagement in 23 countries of the East and Southern Africa region. In 2024, the RO and its FUs mobilized and placed 2394 UN Volunteers representing 127 nationalities with 32 UN Entities in all the countries of the region. Out of this total, 463 were mobilized in Kenya and hosted by 25 UN Entities,  representing 19 percent of the total volume of UN Volunteers mobilized in ESARO. Since 2018, the total numbers of UN Volunteers mobilized and placed with UN Entities in Kenya has grown steadily over the years, i.e.,  in 2018 (230), 2019 (266), 2020 (340), 2021 (397), 2022 (421), 2023 (425) and 2024 (463) onsite and 915 OV (2024). The Volunteer forecast in 2025 is 517.

In fitting with the demand expressed by partners, the UNV Kenya programme has implemented a service-oriented approach that is quick, adaptable, and responsive to the needs of the United Nations in Kenya. The programme provides flexible solutions to enable partners respond quickly to local needs across the triple nexus of humanitarian, development, and peace. This position will boost the current capacity of UNV in Kenya to respond to the needs of the United Nations in Kenya in line with the growing demand from individual Host Entities. Furthermore, it will allow UNV to provide efficient and timely support to UN partners.

Scope of Work 

The UNV programme represented by Field Unit (FU) which is functionally integrated into the UNDP country office is responsible for the mobilization, recruitment and placement of UN Volunteers in UN Agencies, Funds and Programmes in Kenya.  The FU represents and positions the UNV programme in-country and brings UNVs services and volunteer solutions closer to cooperating partners. Additionally, the FU is responsible for everyday management of serving volunteers.  In the short term, the Programme Assistant will support the Country Coordinator with activities related to the recruitment and placement of UN Volunteers; management and provision of administrative/operational support to volunteers. He/she is expected to demonstrate a client-oriented approach, high sense of maturity and responsibility, courtesy, tact and ability to work with people from diverse national and cultural backgrounds.


Duties and Responsibilities

  • Assist the Country Coordinator (Programme Analyst) in recruitment of UN Volunteers
  • Circulate UNV vacancy announcements within the UN system.
  • Support UNV Recruiters to contact potential candidates to check their interest and availability for national assignments.
  • Follow up with potential candidates to complete required documentation in UVP.
  • Support arrangement of interviews in consultation with host institutions/Invite shortlisted candidates for interviews.
  • Support preparation of interview reports and uploading into UVP
  • Ensure that arrival entitlements are processed by the VSC team on time.
  • Prepare briefing packs and arrange orientation/security briefings for new UNVs. 
  • Conduct induction for incoming UN volunteers. 
  • Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
  • Interact with newly deployed UNVs to ensure successful settlement and integration with host institutions. 
  • Maintain personal files of UNVs ensuring that all correspondence and matters requiring action is brought to the attention of the Programme Analyst.
  • Provide required input, where appropriate, in managing and monitoring assignments, i.e., keep track and monitor contractual status of all volunteers including contract extensions, resignations, terminations and follow up on respective replacements via UNV systems – Unified Volunteer -Platform (UVP).
  • Assist UN Volunteers to submit appropriate background documentation for processing any other entitlements due to volunteers.
  • Maintain up to date lists of serving volunteers, maintain up to date leave records of all UNVs and support separating UNVs with exit formalities.
  • Assist in planning and coordinating UNV events - IVD, UNV Retreats, innovative initiatives and any other activities which promote volunteerism and celebrate strengths and contributions of volunteers.
  • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
  • Support awareness and outreach  activities to UN hosting agencies and potential partners on the UN V Offer, modalities and categories. 
  • Follow-up with serving UN Volunteers to complete the Volunteer Reporting Application (VRA). 

The Programme Assistant will work under the supervision of the Programme Analyst, UNV in Nairobi, Kenya.   

 
Core Competencies
 
Achieve Results
  • Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously

  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination 

  • Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

  • Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

  • Appreciate/respect differences, aware of unconscious bias, confront discrimination 

 

Cross-Functional & Technical competencies 

Customer satisfaction/client management  
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond 
    clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Communications
  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Marketing

  • Ability to communicate the value of a product or service

Relationship Management

  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Events management (including retreats, training and meetings)

  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
 
Required Skills and Experience
 
Education:
  • Secondary education is required.
  • A university degree in administration, human resources management, international relations or related fields will be given due consideration, but it is not a requirement
     
Experience:
  • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant working experience in administration and/or  programme support services, human resources management, and/or volunteer management. 
  • Experience in the use of computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.).; 
  • Experience with web-based management systems & data management is highly desirable; 
  • Experience in records management, keeping track of company records and/or information;
  • Experience in meeting coordination: scheduling meetings, preparing agendas, taking minutes, and distributing follow-up actions;
  • Fluency in English and in the national language of the duty station; 
  • Proficiency in another official UN language is an asset.
 
Disclaimer
  • Only short-listed applicants will be contacted.
  • The successful candidate will hold a UNDP letter of appointment.
  • This post is for local recruitment only. It is open to citizens of Kenya. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Nairobi are at the expense of the applicant. 
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
 
Non-discrimination
 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
 
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