Project Management Support - Senior Assistant

Under the direct supervision of the Programme Management Specialist, Project Management Support - Senior Assistant  will perform the following functions: 

1.  Project Management Support

2. Travel, Logistics, and Workshop Support

3. Procurement and Administrative Support related to workshops 

4. Implementation of Operational Strategies and Procedures

5. Knowledge Building and Knowledge Sharing

1.  Project Management Support

   • Assist the delivery of UNOPS services in full compliance with UNOPS rules, regulations, and Standard Operating Procedures (SOPs).

   • Assist in the administration and regular monitoring of  procurement, travel, workshops, grants  and the routine aspects of project delivery.

   • Assist in monitoring HR contract issuance and payroll for partner personnel.

   • Assist in the creation of vendor/ supplier details, contract approvals, and payment follow-ups.

   • Maintain a travel , workshop and  procurement/contract-tracking and plans , ensuring compliance with contract terms, reviewing subcontractor invoices, and verifying supporting documentation

1.  Travel, Logistics, and Workshop Support

   • Support the organization and logistical arrangements for workshops, conferences, and meetings, ensuring smooth execution.

   • Process travel arrangements, expense claims, and reimbursements for project personnel, partners, and invited stakeholders, in accordance with UNOPS policies.

   • Prepare briefing materials and mission-related documentation for personnel involved in field visits, project missions, and official travel.

   • Ensure timely processing and tracking of Travell authorizations, workshops, and other project activities.

   • Assist in the coordination of visas, transportation, security, accommodation, and allowances for participants of workshops and meetings.

1. Procurement and Administrative Support related to workshops

   • Create and manage Requisitions and Purchase Orders (POs), perform reconciliation activities such as closure and cancellation of POs, and generate reports for status updates and follow-ups.

   • Ensure accurate documentation and compliance of procurement activities, including verification of invoices and adherence to UNOPS Financial Regulations and Rules (FRRs).

   • Support contract administration, ensuring services provided align with contractual terms and that payments are processed efficiently.

   • Maintain accurate records of all operational and financial transactions for easy reference and retrieval, ensuring efficient document management, file closure, archiving, and compliance monitoring.

   • Support the preparation of routine project communications

1.  Implementation of Operational Strategies and Procedures

   • Ensure full compliance of operations with UNOPS rules, regulations, policies, and strategies.

   • Provide input into internal Standard Operating Procedures (SOPs), working in consultation with the supervisor and office management.

   • Assist the Management specialist in overseeing travel, procurement, and other related project requests, including the development and monitoring of tracking tools

Monitoring and Progress Controls

• Comprehensive up-to-date documentation of project under his / her responsibility

• The incumbent will participate in weekly team meeting calls to report on progress relevant to the team, share objectives for the following week, highlight milestones and identify areas of concern and collaboration;

• The incumbent will define his/her own performance indicators responding to the priorities identified with his / her supervisor. These indicators will be assessed in accordance with performance management policy.

c. Languages

• Fluency in oral and written English is required. Knowledge of any other UN language is an asset.