Job Description
The United Nations Human Settlements Program (UN-Habitat) is seeking a highly organized, proactive, and motivated Project Assistant to support the successful implementation of program activities based in Nairobi, Kenya. This opportunity is ideal for a results-driven professional who is passionate about sustainable development, project coordination, stakeholder engagement, and operational excellence. The successful candidate will contribute to the delivery of strategic initiatives supporting development programs, including activities implemented in South Sudan, while ensuring compliance with organizational standards, donor expectations, and established operational procedures.
Working closely with program managers, technical specialists, finance teams, procurement officers, and external partners, the Project Assistant will provide comprehensive administrative, operational, and coordination support throughout the project lifecycle. The position requires exceptional organizational skills, strong attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a dynamic international working environment.
The successful candidate will assist with project planning, scheduling, documentation management, budget tracking, logistical coordination, reporting processes, meeting organization, and stakeholder communications. They will help maintain accurate project records, monitor implementation milestones, prepare progress updates, and support the timely delivery of project outputs while ensuring adherence to organizational policies and donor requirements.
The role also involves coordinating workshops, consultations, training sessions, missions, and virtual meetings involving government representatives, development partners, implementing agencies, consultants, community organizations, and other stakeholders. The Project Assistant will contribute to knowledge management by organizing project documentation, maintaining digital filing systems, compiling lessons learned, and supporting reporting requirements.
Applicants should demonstrate professionalism, integrity, accountability, adaptability, and a commitment to achieving measurable development results. The ability to work effectively within multicultural teams, maintain confidentiality, and solve operational challenges efficiently will be highly valued.
This position offers an exciting opportunity to contribute to internationally recognized development programs that promote sustainable urbanization, resilient communities, inclusive governance, and improved living conditions. The selected candidate will gain valuable exposure to international project management practices while supporting impactful initiatives that improve the lives of vulnerable populations.
UN-Habitat is committed to fostering an inclusive workplace that values diversity, innovation, collaboration, and equal opportunity. Individuals with strong analytical abilities, sound judgment, excellent organizational capabilities, and a genuine interest in supporting complex development programs are encouraged to apply. If you are committed to delivering quality work, maintaining high ethical standards, and supporting projects that create lasting social impact, this Project Assistant opportunity offers an excellent platform for professional growth while contributing to meaningful international development objectives.
Key Responsibilities
- Coordinate daily administrative and operational activities supporting assigned development projects.
- Assist in preparing detailed project implementation plans and activity schedules.
- Monitor project timelines and follow up on key deliverables.
- Maintain accurate project documentation and electronic filing systems.
- Support preparation of project reports, briefing notes, and technical summaries.
- Track project expenditures and assist with budget monitoring activities.
- Coordinate procurement requests in accordance with organizational procedures.
- Support logistics for workshops, conferences, consultations, and training programs.
- Arrange travel, accommodation, and meeting logistics for project personnel when required.
- Prepare meeting agendas and distribute relevant documentation before meetings.
- Record meeting discussions and prepare accurate minutes for follow-up actions.
- Monitor implementation progress against approved work plans and milestones.
- Liaise with government institutions, implementing partners, consultants, and development stakeholders.
- Support communication between technical teams and program management.
- Assist with contract administration and consultant documentation.
- Verify supporting documents before financial processing.
- Monitor project performance indicators and maintain implementation databases.
- Compile information required for donor progress reports.
- Ensure compliance with organizational administrative and financial procedures.
- Support risk identification and recommend practical operational improvements.
- Coordinate information requests from internal departments and external partners.
- Organize project correspondence and maintain confidential records.
- Support data collection, verification, and quality assurance activities.
- Prepare presentation materials for program meetings and stakeholder engagements.
- Assist in organizing field missions and monitoring visits.
- Follow up on implementation actions arising from meetings.
- Coordinate document review and approval workflows.
- Support project audits by organizing relevant documentation.
- Monitor contractual deliverables and reporting deadlines.
- Assist with knowledge management and documentation of lessons learned.
- Maintain effective communication with multidisciplinary project teams.
- Prepare regular implementation status updates for supervisors.
- Support project closure activities and documentation.
- Contribute to continuous improvement of operational procedures.
- Ensure all assigned responsibilities are completed within established timelines.
- Demonstrate professionalism, accountability, integrity, and commitment to organizational objectives at all times.
Qualifications & Requirements
- The ideal candidate should possess a university degree in Project Management, Business Administration, Public Administration, International Development, Development Studies, Urban Planning, Social Sciences, Economics, or another closely related discipline from a recognized institution. Previous experience supporting development programs, donor
- funded projects, public sector initiatives, or international organizations will be an added advantage. Applicants should demonstrate excellent organizational skills, outstanding written and verbal communication abilities, strong analytical thinking, and the ability to manage multiple assignments simultaneously while maintaining exceptional attention to detail. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and virtual collaboration platforms, is essential. Experience using project management tools, document management systems, and reporting platforms will be beneficial. Candidates should possess strong interpersonal skills, professionalism, integrity, adaptability, and the ability to work effectively within multicultural teams. Sound judgment, problem
- solving capabilities, financial awareness, stakeholder coordination experience, confidentiality, and commitment to delivering quality results are highly desirable. Fluency in written and spoken English is required, while knowledge of additional United Nations languages will be considered an advantage. Applicants should demonstrate a genuine commitment to sustainable development, accountability, diversity, inclusion, and continuous learning while contributing positively to program objectives and organizational success.
How to Apply
Interested candidates should submit their application through the official United Nations careers portal before the closing date. Ensure all required application documents are completed accurately and submitted within the specified deadline. Only shortlisted applicants may be contacted for the next stage of the recruitment process. UN-Habitat does not charge any application, recruitment, processing, or placement fees at any stage of the hiring process.