Travel and Administration Consultant, Programme Division (Nairobi, Kenya)

TRAVEL AND ADMINISTRATION CONSULTANT, PROGRAMME DIVISION Location: Nairobi, Kenya Duration: 16 November 2026 to 31 July 2027 (179 working days) Schedule: 5 days per week, payment for days worked (UN holidays excluded) ABOUT THE ROLE Sokify is partnering with the United Nations Population Fund (UNFPA) to recruit a Travel and Administration Consultant for the Programme Division Directorate in Nairobi. You will be the operational backbone of the PD thematic branches, providing essential travel coordination and administrative support that enables branch staff to concentrate on their core programme work. Reporting to the Programme Specialist, Operations and Programme Administration, you will manage travel arrangements, oversee logistical operations, and maintain systems that keep the division running smoothly and in compliance with UNFPA policies. KEY RESPONSIBILITIES Travel Coordination You will manage all travel logistics for branch staff, including preparing and submitting travel plans for approval by Branch Chiefs and the Division Director. You'll liaise with the travel agency to make initial arrangements, guide staff through visa applications and UN laissez-passer requests, and maintain comprehensive trackers of planned, approved and completed missions. You'll follow up with travellers on documentation and itineraries, and ensure proper closure of travel claims and related paperwork. Administrative and Logistical Support Your administrative duties will include maintaining calendars for branch meetings, missions and leave schedules. You'll prepare requisitions, purchase orders and receipts in Quantum for logistical services including printing, venues, catering and promotional materials, coordinating with the Supply Chain Management Unit as needed. You'll support the recruitment process for consultants and temporary staff by preparing documentation, tracking contract timelines and arranging contract amendments or extensions. You will also coordinate internal meetings, consultations, workshops and conferences by handling scheduling, room bookings, agendas, participant lists, security registration, catering arrangements, minutes and follow-up communications. Additional responsibilities include organising audio and video conferences and webinars, maintaining digital filing and archiving systems, and using corporate systems including Quantum, UNALL, myUNFPA, AoDocs and Google Workspace. REQUIRED QUALIFICATIONS AND EXPERIENCE Educational Background You must have completed secondary school education with additional training in administration, finance or procurement. A first-level university degree in business or public administration is desirable. Professional Experience You should have five years of progressively responsible administrative experience in the public or private sector. This requirement reduces to four years if you hold a relevant first-level or advanced university degree. Experience in travel administration and UN procurement and financial procedures is highly valued. Technical and Personal Competencies Familiarity with UNFPA procedures and systems (Quantum and UNALL) is strongly preferred. You must demonstrate strong computer literacy in Word, Excel and PowerPoint, with experience in Google Workspace being ideal. You should have the ability to interpret rules, regulations and procedures clearly and concisely, combined with excellent interpersonal and organisational skills. Strong writing and communication abilities are essential. Language Requirements Fluency in English is required. Fluency in another UN language, particularly French or Spanish, is desirable. WORK ARRANGEMENTS This is an in-person consultancy based at UNFPA Headquarters in Nairobi. You will work in close collaboration with the Programme Specialist, Operations and Programme Administration and focal points across thematic branches. Work outputs are recurring and operational in nature—travel requests, requisitions, meeting arrangements, updated trackers and files—delivered through corporate systems and shared drives. You will submit a brief monthly summary of completed work and outstanding items by the last working day of each month. Progress will be monitored through bi-weekly check-ins with your supervisor, whose certification of satisfactory performance is required before payment. TO APPLY Please send your CV and a short letter of motivation to dufay@unfpa.org. ABOUT UNFPA The United Nations Population Fund promotes gender equality and empowers women, girls and young people to take control of their bodies and their futures.