PAF Support Senior Associate (Project Management Senior Associate) - Retainer

PAF WINDOW 2

• Assist the Country Engagement team in preparing requests for Calls for Proposals (CFP), including providing guidance on templates, processes, timelines, and eligibility.

• Support the management of CFP data collection templates, ensuring that the latest changes are reflected and that requests for clarification are addressed by relevant staff.

• Help consolidate draft CFP guidance documents, working closely with both hosts to ensure requirements are accurately reflected in invitations to submit proposals and other relevant annexes/documents.

• Pre-populate proposal submission templates with information on all requests included in CFPs.

• Assist in organizing information sessions for implementing partners before each CFP launch, including consolidating materials (slides, talking points, etc.) and handling logistics (attendance, recordings, follow-up emails).

• Manage the collection of queries from partners during the proposal preparation stage, liaising with Country Engagement staff to provide timely responses.

• Support outreach to NDC Partnership members by coordinating organizational assessments for PAF funding eligibility, centralizing the collection of relevant documents, and addressing clarifying questions.

• Assist in coordinating Evaluation Committees (ECs), including assembling committee members, tracking progress, and ensuring timely scheduling.

• Support information sessions for EC members, consolidating materials and managing logistics.

• Distribute proposal packages and communicate key requirements and deadlines to EC members.

• Track EC progress, flagging delays and bottlenecks to the Program Manager.

• Compile and prepare Evaluation Summary Reports.

• Inform partners of EC decisions and clarify next steps.

• Assist in preparing and coordinating Scopes of Work (SOW), including pre-populating documents, circulating drafts, and addressing clarifications.

• Track the status of SOWs, troubleshooting as needed and supporting coordination calls.

• Facilitate grant preparation by compiling submission packages and coordinating with hosts.

• Support partners in navigating grant setup, addressing challenges, and ensuring key conditions are defined.

• Support Reasonable Cost Assessments (RoCs): Monitor budgets in grant proposals and verify their consistency with prevailing market rates.

• Ensure all evaluations are properly documented and securely stored in compliance with PAF’s information-sharing protocols.

Grant Setup:

• Track the grant processing timeline, flagging delays and updating relevant teams.

• Maintain grant records, ensuring agreements are correctly stored and tracked.

• Support the peer review of grant agreements in coordination with relevant teams, assist with Grant Support Agreements (“GSAs”), UN to UN Agreements, and other PSC documents using approved templates to ensure compliance with UNOPS legal and financial rules.

• Ensure grant agreements and supporting documents are stored and organized in PAF’s document management systems.

Monitoring & Reporting:

• Monitor grant implementation, tracking payments, centralizing partner concerns, and escalating issues when needed.

• Assist the PAF Team in compiling quarterly country update reports based on IPs’ progress reports.

• Update and maintain PAF’s monitoring and reporting tools (e.g., SharePoint, deliverables library, Monday board).

• Assist with scheduling and note taking in the coordination calls with IPs after quarterly reports’ review. 

Grant Closure:

• Support project closure by ensuring required documentation is in place and coordinating with relevant teams

• Ensure all required deliverables are submitted and documented during the grant closure process. Follow up with IPs when missing deliverables. 

• Codify and archive relevant folders, documents, and deliverables in line with PAF’s information-sharing practices.

General Support:

• Coordination and Facilitation:

  • Provide ad hoc support to the PAF Manager in assisting the PAF’s Core Team in coordinating processes, scheduling calls, facilitating discussions, and note-taking.

• Communication Material Preparation:

  • Assist in the preparation of reports, presentations, and other communication materials for internal and external stakeholders.

• Additional Duties:

  • Perform other duties as assigned by the PAF Manager to support procurement and grants management processes.