JOB DESCRIPTION

East and Southern Africa Multi Country Office (ESAMCO):

Located in Nairobi, Kenya, the East and Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya, which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

The UNOPS Zambia Office, under the East and Southern Africa Multi-Country Office (ESAMCO), is steadily expanding its operational presence in support of Zambia’s national development priorities and the Sustainable Development Goals. With a growing portfolio, the office delivers technical services in infrastructure, procurement, and project management, prioritizing climate resilience, public service delivery, and institutional capacity building.

Key interventions include the construction and commissioning of six medical oxygen production plants and the rollout of high-temperature biomedical waste incinerators to strengthen the health system’s operational capacity and infection control.

In the energy sector, UNOPS is implementing the Zambia Distributed Renewable Energy (DRE) Systems Project in partnership with the Ministry of Infrastructure. The project aims to improve energy access for critical public institutions and contribute to Zambia’s long-term transition toward a more diversified and climate-resilient power sector.

The Zambia Environmental Management Agency (ZEMA), with support from UNOPS, is undertaking the procurement, delivery, and asset management of laboratory and ICT equipment to strengthen institutional capacity. To ensure smooth operations and effective project delivery, ZEMA/UNOPS requires the support of a Project Management Support-Associate to assist in coordinating, monitoring, and supporting the planning and implementation of procurement and asset management processes for all Lab & ICT equipment under this project. The incumbent will provide day-to-day project management support, ensuring compliance with UNOPS procedures, timely delivery of project outputs, and effective engagement with stakeholders.

Job Specific Context:

Under the direct supervision of the Project Manager and the overall guidance of the Head of Support Services, the Project Management Support Associate is responsible for providing support in the coordination, implementation, and monitoring of project activities. The incumbent will assist in managing a variety of processes and transactions related to procurement, logistics, reporting, and stakeholder engagement to ensure the smooth delivery of project outputs. Project Management Support Associate will contribute to project planning, progress tracking, risk management, and documentation, ensuring compliance with UNOPS policies and supporting the successful delivery of goods, services, and works for the Business Unit.

Role Purpose:

Under the guidance and supervision of the Project Manager, the Project Management Support Associate will be responsible for providing support in budget planning, preparation, allocation and monitoring to ensure the availability and effective/optimum utilization of Project Funds. Work will be in accordance with UNOPS Zambia Office financial resources and to the project plans and approved allocations, and in compliance with UNOPS Financial Rules and Regulations.

Key Results Expected:

Under the direct supervision of the Project Manager, the Project Management Support Associate will provide administrative, financial and operational support to ensure the smooth implementation of the ZEMA/UNOPS Project. The incumbent will contribute to project planning, procurement support, portfolio administration, and grants-related arrangements, ensuring compliance with UNOPS rules, procedures and policies.

1. Administrative and General Support:

 

• Establish and maintain effective working relationships with stakeholders (e.g., UNOPS ESAMCO support units, ZEMA, Implementing Partners, Government ministries, and UN agencies).
• Assist with drafting correspondence, briefing notes, and responses to external requests.
• Provide accurate and timely information on project processes, pending issues, and progress to the Project Manager and other stakeholders.
• Maintain records of administrative, financial, and logistical activities of the project.
• Provide administrative and logistical support for missions, meetings, and events, including organization of travel (tickets, hotel bookings, transfers, visas, DSA processing).

2. Procurement Support:

 

• Maintain and update a procurement monitoring system and provide feedback on purchase requests and orders.
• Support the preparation and monitoring of procurement plans in collaboration with the Procurement Unit.
• Review requisitions for completeness and adequacy of specifications, and assist in drafting Terms of Reference, Statements of Work, and technical specifications for goods and services.
• Support the preparation of solicitation documents (EOIs, RFQs, ITBs, RFPs) through UNOPS e-sourcing, ensuring compliance with templates and approval processes.
• Assist in reviewing and evaluating bids or proposals, preparing analysis for contract award, and drafting contracts or amendments.
• Liaise with vendors during the procurement cycle; follow up on delivery and ensure receipt of proper documentation (RIRs, delivery notes, certificates).
• Conduct basic market research to identify sources of supplies in line with UNOPS procedures.
• Maintain vendor information, ensuring records on performance evaluation and compliance are updated.

3. Operations Portfolio Planning and Administration:

 

• Provide administrative, financial, and logistical support to project operations, ensuring compliance with UNOPS financial rules and regulations.
• Support project budget preparation, revisions, monitoring of expenditures against allotments, and reporting on variances.
• Regularly liaise with finance to track expenditures, ensure funds are available, and identify potential bottlenecks.
• Assist in maintaining accurate project data for monitoring and evaluation purposes.
• Support asset management activities, including registering, tracking, and reporting of project equipment in line with UNOPS Asset Management Policy.
• Facilitate timely preparation and submission of inventory reports and assist with physical verification of assets.
• Provide operational support for workshops, conferences, and retreats as required.
• Support project closure processes, ensuring all administrative, financial, and asset-related requirements are met.

4. Grant and Partnership Support (if applicable):

 

• Provide administrative support to calls for proposals, ensuring compliance with UNOPS procedures.
• Assist in collection, review, and organization of partner/grantee submissions and support the work of selection committees.
• Support monitoring of grant performance, tracking deliverables, and ensuring timely submission of reports by implementing partners.
• Facilitate disbursement of funds to grantees and ensure accurate documentation of transactions.
• Assist with preparation of financial and narrative reports on grants, ensuring timely submission in accordance with project schedules.
• Draft simple agreements, contracts, or amendments with partners for review and clearance.

 

Impact of results:

The key results directly affect the achievement of project results by supporting effective coordination, tracking, and implementation of DRE project activities. By ensuring that project milestones are well documented, reported, and monitored, the Project Management Support Associate reinforces the visibility and image of UNOPS as an effective service provider in energy access and infrastructure delivery, strengthening its position as a partner of choice in sustainable development.

The role strengthens the visibility and credibility of UNOPS as a reliable partner in energy access and infrastructure delivery, reinforcing its ability to implement climate-resilient, high-impact solutions in support of Zambia’s development agenda.

Specific impacts include:

• Improved coordination and flow of information across project stakeholders and implementing teams.
• Enhanced delivery and monitoring of project outputs, particularly related to procurement, site readiness, and installation timelines.
• Reinforced UNOPS positioning as a trusted partner in renewable energy access and public infrastructure management.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational 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 to succeed, 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.

Education:

 

• Completion of secondary education is required.

• A first-level University Degree (Bachelor”s Degree) in Procurement, Business Administration, Public Administration, Finance, Economics or related field will be an asset and may substitute some of the required years of experience.
• Professional certification in accounting is an asset

Experience:

• Minimum of 6 years of relevant work experience with completion of secondary education or, a minimum of 2 years of relevant work experience required with bachelor’s degree in administrative and financial project support is required.

• Knowledge of UNOPS ERP is an asset
• Knowledge of the regulations and policies of the UNOPS is an asset
• Experience in providing project management support in capacity-building projects is an asset.

Language:

• Fluency in written, reading and spoken English is required.

Contract type: Local Individual Contractor Agreement

Contract level: Local ICA Support – 6 (ICS 6)

Contract duration: 10 months with possibility of extension, subject to satisfactory performance and availability of funds.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• This is a locally recruited position open to Zambian nationals. The position is based in Lusaka which is a family duty station.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.