Regional Executive Support Officer

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

Based in Nairobi, UNOPS East and Southern Africa supports sustainable development across 14 countries, including Kenya, Malawi, Mozambique, Somalia, Tanzania, Zambia, Zanzibar, and Zimbabwe. Since 1995, UNOPS has expanded its footprint in Kenya, delivering services in project management, infrastructure, procurement, and financial management. Across the region, the office implements diverse, partner-funded initiatives that respond to national priorities. In Mozambique, this includes delivering specialized equipment (EU), supporting health services (UNICEF), promoting agro-processing (KOICA), and advancing peacebuilding efforts through a Multi-Donor Fund. UNOPS also supports agricultural input distribution and the Northern Crisis Recovery Project, both funded by the World Bank. In Malawi, efforts include developing Technical and Vocational Education and Training (TVET) centres in partnership with the EU and the British Council. These initiatives reflect UNOPS’ commitment to strengthening national capacities, enhancing service delivery, and supporting progress toward the Sustainable Development Goals (SDGs) in the region.

This position operates within the Regional Office, providing essential administrative and operational support to the Regional Director and the broader team. The role involves applying fundamental concepts to gather and analyze data, interpret rules, and prepare inputs for various reports and processes, ensuring smooth executive functions, efficient travel, and effective communication with high-level stakeholders. The incumbent will contribute to streamlining operational procedures and supporting regional management initiatives, playing a key role in the efficient functioning of the office.

The Regional Executive Support Officer applies fundamental concepts to gather and analyze data, interpret rules, and prepare inputs in support of the Regional Director and management team. S/he contributes to the efficient execution of administrative processes, executive support, and operational management, ensuring compliance with established rules and procedures, and identifying initial recommendations for process improvements.

1. Executive Support and Coordination

• Manage the official calendars for the Regional Director, arranging high-level meetings, visits, and consultations with internal and external stakeholders.

• Manage travel arrangements and mission planning for executive leadership, including drafting comprehensive agendas in collaboration with the Public Relations Specialist and country offices, securing flights, visas, hotel accommodations, security clearances, and diplomatic protocol matters.

• Prepare and maintain a forward-looking calendar of proposed regional and international conferences, summits, and executive meetings to be attended by leadership, as well as planning events and receptions with partners.

• Organize meeting logistics, prepare management meeting agendas, take comprehensive meeting notes/summaries of action, maintain a register of decisions, and conduct close progress monitoring.

2. Communication, Protocol & Knowledge Management

• Communicate effectively and liaise directly with internal and external stakeholders (including diplomatic mission representatives, government officials) on behalf of the Regional Office, strictly adhering to diplomatic and UN protocol practices.

• Manage Jira tickets on behalf of the Regional Office, adhering to and enforcing appropriate institutional approval processes for documents, legal instruments, and policies requiring executive signature.

• Draft routine correspondence on behalf of the Regional Director.

• Respond to and/or direct inquiries to appropriate internal units for timely action and follow-up.

• Develop, maintain, simplify, and streamline standard operating procedures (SOPs) for the Regional Office, integrating digital tools and technological developments to boost operational efficiency.

• Build and regularly maintain accurate lists of key contacts, diplomatic directories, and the UNOPS Regional Staff List (including dependency records).

• Assess training needs and organize training sessions for regional office personnel on various operational and other areas of professional development, synthesize lessons learned, and contribute to knowledge networks.

3. Premises, Security & Regional Operational Support

• Contribute to the operational management of the Regional Office premises, including supporting lease renewals and related negotiations, in close consultation with the Regional Director and the Multi-Country Office management teams.Support asset and facilities management, and serve as the focal point with UNON and ESAMCO on protocol and administrative support.

• Ensure proper maintenance, servicing and repair of all office vehicles to guarantee top performance and safe operating conditions in line with UNOPS vehicle management policies and procedures.

• Support the implementation of green office policies and promote energy-saving practices across the premises, with the goal of making the office free of single-use plastics.

• Monitor high quality contract services (e.g. cleaning, security, taxi, courier, etc) to enhance service levels and identify potential improvements or alternative solutions.

• Provide operational support to management on security matters, in close coordination with the Regional Security Advisor. This includes keeping the Business Continuity Plan (BCP) up to date and preparing quarterly Security Incident Reports with the security focal points.

• Support the Regional Management and Oversight Advisor in planning, monitoring and controlling the ORD budget, including tracking expenditure against allocations.

• Ensure administrative resources and assets are fully accounted for and inventory records are kept current. Support asset procurement and payment processing, prepare presentation materials, provide administrative and logistical support for key regional events (e.g. conferences, VIP visits, UN Day), and assist international staff and consultants with local onboarding in collaboration with HR.

Required

• Secondary school diploma (High School diploma)  in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field  is required.

Desired

• A Bachelor’s degree or Master’s degree in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field is desirable and may substitute for some or all of the required years of experience.

Required

• A minimum of four (4) years of relevant experience with a Secondary School diploma; or two (2) years of relevant experience with a Bachelor’s degree; or zero (0) years of relevant experience with a Master’s degree in providing executive-level support, administrative coordination, operational management, or program analysis is required. 

• Experience in public relations, diplomatic protocol, and direct communication with senior officials, government representatives, and international organizations is required. 

• Proven experience in executive calendar management, high-level travel/mission coordination, and minute-taking for executive bodies is required. 

• Advanced proficiency in digital office software (Google Workspace / Microsoft Office) and digital process tools is required.

Desired

• Experience within the UN system or UNOPS operational context is highly desirable.

• UNOPS does not accept unsolicited resumes. 
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered. 
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• 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. 
• For more details about the contract types, please click 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.