Project Management Support Senior Associate - Field Coordination (Internal), Multiple positions

1. Project Implementation 

• Work closely with UNICEF/WHO/GAVI and the Ministry of Health to assist in programming, organizing and facilitating the Trainings, Meetings, Campaigns and outreaches for the Project.

• Compile schedules of the events as received from the (Field) Admin Assistants that are to be performed including lists of participants, quotations and costs for the events.

• Coordinate and liaise with technical, local government officials and donor personnel to optimize project delivery.

• Prepare quarterly work plans in consultation with all stakeholders, project partners in each County, UNICEF/WHO/GAVI and MOH offices in advance.

• Provide overall coordination and financial management of the event. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented.

• Act as the focal point for inquiries on the project plans and event organization arrangements, including accurate regular reporting that is effective for information sharing to communicate activities, progress (physical and financial), information, forecasts, lessons learnt and issues and other relevant information to partners and stakeholders.

• Assist the Project Manager in monitoring of the project quality indicators and undertaking  monthly assurance tasks on behalf of the Project Manager.

• Identify operational, administrative, financial and other bottlenecks that may impede project delivery, recommend solutions and take appropriate remedial action in consultation with the Project Manager.

• Coordinate all the campaigns for UNICEF and GAVI in 47 Counties while ensuring quality management.

• Follow up on the upcoming activities and inform the project manager as appropriate.

• Supervise each UNOPS Admin Assistant for finance, budgeting and organizing the events.  This will include developing standardized systems, procedures and formats that can be used by each Admin Assistant to organize the logistics and reporting (i.e. invitations, venue, registrations, transport, accommodation, meals, evaluations, finance reports and records etc. as needed).

• Coordinate campaign and other activities related to Health and Nutrition across the administrative and field teams ensuring delivery at project. Taking a proactive role in addressing issues, challenges and ensuring deliverables are met on time.

• Supervision of project assistants, field assistants delegating tasks and ensuring quality in delivery of the project.

• Training of assistants therefore fostering capacity building and professional development.

• Serve as a focal point for the Health and Nutrition components of the UNICEF and GAVI  projects.

• Identify the funding opportunities and report  to the Project Manager to take action. 

• Manage relationships with partners, providing regular updates and Financial and Narrative reports on program progress.

• Monitor project spending, oversee compliance, and ensure timely submission of reports.

• Contribute to engage with the partner, and stakeholders to ensure program objectives are met.

• Review of budgets from UNICEF and GAVI as well as the Ministry of Health and streamline all budget lines to ensure proper allocation of funds.

• Support development of project proposals, engagement and ensuring alignment with UNOPS policies and procedures. Overseen the implementation of all project streams at sub-county, county and national level.

      3. Project Monitoring and Reporting 

• Establish and maintain a consolidated performance monitoring system for  operational support activities

• Coordinate the timely and accurate progress reporting by Field Admin Assistants

• Ensure common monitoring mechanisms are being maintained and regularly check impact and progress against the work plan.

• Ensure data is regularly inputted and updated, is accurate, and the information can be used to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge to our partners and stakeholders.

• Lead the reporting on operational support activities as per prescribed schedule and support the Project Manager in the preparation of project reports and plans

      4. Stakeholder Management, Coordination and Liaison.

• Proactively coordinate/liaise with support units on all administrative matters related to  Event management.

• Organize project and stakeholder meetings as and when necessary, and maintain  records of these meetings.

• Coordinate stakeholders engagement and communication while ensuring that the stakeholders are aware of the progress of the activities, any deviations on the budget as well as leading the negotiations for effective changes.

• Directly engage with high-level stakeholders, such as government officials and partners/GAVI, to help plan and review the approved budget during the implementation process.

• Support with the stakeholders analysis and management.

      5. Knowledge Management and Innovation

• Establish and maintain a record of past and current training/Campaign programmes including participants attended, type of training, duration, presenters etc. The compiled database/spreadsheet will be used to report progress and performance of the events coordinated. 

• Continually collect feedback and lessons learnt from operational support activities and analyze and implement improvements to be adopted in the next events.

• Actively support the compilation of issues, risks and lessons learned

• Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.

• Contribute expertise in tools and techniques where possible

      6. Personnel Management

• Coordinate and motivate the operational support delivery team

• Support the Project Manager to establish and promote behavioral expectations of the team

• Support the Project Manager to oversee the performance of retainers as needed

• Sensitize the team to take into account gender parity and diversity objectives as required

• Support the Project Manager to facilitate safety and security for all personnel and comply with UNDSS standards

• Support the Project Manager in creating and fostering and modeling a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.