Programme Management – Associate At UNOPS

Background Information – Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management. The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. SDC has a footprint of approximately 125 countries.
UNOPS has signed an agreement to implement the project activities for Small Grants Programme (SGP)

The Global Environment Facility (GEF) SGP is implemented by UNDP’s Local Action Cluster of the Nature, Climate and Energy unit of BPPS on behalf of the GEF Partnership. It is executed by UNOPS. The SGP forms a central part of the UNDP Local Action Cluster of Nature, Climate Change, and Energy (NCE).

SGP grantmaking supports community-based innovation in addressing global environmental issues and improved, more sustainable livelihoods through initiatives led by civil society and community organizations, with special consideration for indigenous peoples, women, youth and persons with disabilities. SGP has supported over 25,000 community-based projects in over 125 countries aimed at biodiversity conservation, climate change mitigation and adaptation, sustainable land management, protection of international waters, and sound chemicals and waste management. Over the years, SGP has developed extensive partnerships at global, national and local levels. See http://sgp.undp.org for further background information.

The Nature, Climate and Energy (NCE) team within the UNDP Bureau for Policy and Programme Support (BPPS) in New York exercises strategic, technical and fiduciary oversight for all of its GEF activities, including the SGP, through a Principal Technical Advisor. Within the NCE, the Local Action Cluster Coordination team, through the SGP Central Programme Management Team, provides the overall global management of the SGP, including strategic, thematic, and operational guidance and support to the Country Programmes. As the responsible Executing Agency for the SGP, UNOPS provides services to UNDP for human resources, administrative, financial and legal aspects of grantmaking and country operations.

The incumbent of this position will be personnel of UNOPS, under its full responsibility.

Functional Responsibilities

Under the co-supervision of the Global Manager (GM) and Deputy Global Manager (DGM), the Programme Management – Associate will support all members of the CPMT. He/she will be responsible for assisting with overall daily operations of CPMT; in the coordination of appropriate inputs for proposals, documents and events; while facilitating internal coordination and responses to requests for information and guidance.

The Programme Management – Associate will assist CPMT members with their activities, tasks, and correspondence. S/he will promote a client, quality and result-based approach with high quality and accuracy of work, and ensure effective and efficient functioning of the CPMT, including maintenance of filing, management of information flow, and follow-up on deadlines.

In addition, the Programme Management – Associate will work in close collaboration with colleagues in the UNDP Bureau of Policy and Programme Services (BPPS) within the UNDP Global Policy Network (GPN) to ensure consistent service delivery. The Programme Management – Associate will also be expected to work in close collaboration with UNOPS, SGP Country Teams (National Coordinators and Program Assistants/Associates) and SGP National Steering Committees (NSCs) towards effective human resource management and communications.

Support efficient internal operational functioning of CPMT:

• Support the GM, DGM and CPMT colleagues to carry out their work by providing internal backstopping, including when staff are out of the office; and administrative support
• Assist with the periodic preparation of SGP workshops, retreats, and related events and tasks, in particular as regards to their administrative and logistical aspects, notetaking, assist visitors and guests, and other similar undertakings as needed;
• Establishment of an effective system and network for exchange of information on administrative matters with internal and external partners;
• Facilitates the engagement and provision of high-quality results and services of the CPMT through effective work planning, assist with monitoring work processes and ensuring compliance with existing policies and best practices;
• Support the DGM and GM with general administrative support as required including efficient management of schedules and organizing official meetings with internal and external partners in accordance with applicable protocol.
• Establish and maintain effective documentation and filing system of key SGP documents and correspondences and ensure safekeeping/archiving of materials.
• Assist with the preparation of relevant information for the audits
• Assist CPMT colleagues in the dissemination of information and lessons learned related to SGP project management and best practices.
• Support CPMT in all procurement related functions including drafting of the terms of reference, submission of requests to UNOPS procurement staff and follow up

Support for management of SGP human resources:

• Assist the DGM and serve as the day-to-day contact between the CPMT and UNOPS for SGP administrative and human resources related matters, including follow-up on contractual issues of CPMT and country staff, attendance records, and other requirements;
• Coordinate and facilitate the SGP country staff annual Performance and Results Assessments (PRA) and assist CPMT regional focal points with the finalization of the annual PRA exercise;
• Create, maintain and monitor the directory of National Coordinator (NC), Programme Assistants/ Associate (PAs), and National Steering Committee (NSC) members, including promptly updating all relevant e-mail lists with new NCs and PAs and other details as required;
• Facilitate arrangements of CPMT members’ travel needs as required, including support on transportation and accommodation needs, processing requests for visas, identity cards and other documents, arrangement of shipments for CPMT staff members;
• Support CPMT in the preparation of requests for recruitment of consultants, including supporting drafting/obtaining terms of reference, submission of requests to UNOPS Human Resources and ensuring appropriate follow-up.

Facilitation for CPMT communications

• Support the CPMT Knowledge Management/Communication and M&E/Results-based Management specialists on the improvements and maintenance of the website, intranet and database as required;
• Printing publications and managing SGP publication’s inventory;
• Managing procurement processes for communication and KM products and services. Uploading videos to the database/CMS.
• Provide support to enhance internal communication, including organization of regular and ad-hoc internal meetings, and preparation of minutes and summaries of actions;
• Assist in the preparation of presentations and reports (including powerpoint, statistical charts, and tables),
• Translation and synthesis of relevant guidance and training materials, communications or other documents;
• Prepare documents such as proposals to donors according to the required templates and/or other reporting systems.

Education/Experience/Language requirements

FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education:

• Secondary education/High school diploma is required, preferably with specialized administrative training.
• University degree (Bachelor’s or Master’s), preferably in Public Administration, Economics or other related disciplines, will be considered an asset and may substitute for some of the required years of experience.

Experience:

• Minimum of six (6) years of experience preferably in administrative support and data and information management and analysis;
• Experience in the usage of computers, proficiency with office software packages (MS Word, PowerPoint, Excel etc), and in handling web-based management systems is required;
• Experience in finance is desirable;
• Pre-existing knowledge of the UN, UNDP Rules & Regulations and organizational structures would be an asset.
• Prior exposure to the structure of the United Nations system, in particular with regard to administration, human resources and communications is desirable.

Language Requirements:

• Fluency in oral and written English is required.
• Knowledge of a second UN official language will be considered as an asset.

Contract type, level and duration

Contract type: Local Individual Contractual Agreement (LICA)

Contract level: LICA-6/ICSC-6 Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx