Programme Management Senior Assistant At UNOPS

Functional Responsibilities

Under the overall supervision of the Senior Programme Manager, and direct supervision of Programme Manager, Programme Management Senior Assistant will provide assistance to efficient and effective implementation of the NRM programme. He/she will ensure close collaboration and engagement with the Programme Units of MMCO as well as other PMO and MMCO Departments. The Programme Management Senior Assistant will undertake the following activities/responsibilities:

Programme Management Support

Support the day-to-day operations and effective programme management and implementation of the NRM programme.
Provide assistance in the development of the NRM programme work plans, and to support the development of PMO Workplan and monthly project assurance-related tasks.
Provide support in the organisation of training, workshops, information sessions, capacity building, or other functions
Participate in regular team meetings and partner meetings, and produce meeting minutes
Participate in the field visit with the programme team as necessary.
Maintain programme documentation and update/upload the documents where necessary
Assist and arrange coordination workshops, meetings, events, and training arrangements integrating environmental initiatives in line with “green” guidelines, and considering the Value for Money aspect
Support the arrangement and management of the NRM retainers with respect to administration, logistics, and financial payment facilitation

Operational Support

Coordination of travel arrangements for the NRM team – prepare, process and follow-up on administrative arrangements, TA process, and logistics matters
Contribute to the liaison and coordination with relevant stakeholders for protocol and compliance related to the NRM programme events, duties, entitlements or any other ad hoc request.
Ensures UNOPS Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress
Assisting in the implementation of procurement processes in line with the UNOPS Procurement Manual including raising requisitions, assist in the preparation of specifications and TOR, obtaining quotations, and evaluation; preparing purchase orders, contract management and payments for PMO needs
Ensure timely processing and payment of office administrative expenditures in the UNOPS ERP system, liaising with colleagues, retainers and external service providers when necessary under NRM budget
Assisting in the preparation of the budget for the Programme Management Office for NRM
Engage with the relevant Support Services colleagues, to ensure respect of UNOPS financial, procurement, and other rules and regulations in conduct of activities
Provide assistance in the development of procurement related ToRs, needed in support of work package/product delivery
Provide assistance related to grant management activities, as per the Project needs and PM’s request
Work closely with PMO (with NRM focal persons) and provide support on grant management including IP’s payments, add and update the supplier information in the system, and necessary documentation.
Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above

Education/Experience/Language requirements

Education

Secondary education is required.
Bachelor’s degree preferably in Economy, Business Administration, Social Sciences, Development Studies, or any related field is desirable

Work Experience

Minimum 5 years of experience in project/programme management and or administration/support experience is required.
Prior related experience in the international organization/UN system is an asset.
Previous successful involvement with and a good knowledge of NGOs & civil society would be an asset.
Strong interpersonal skills in a multicultural environment, including communication skills and the ability to work independently and in a team setting, will be an asset.
Computer literacy in Microsoft packages (MS Word, MS Excel, MS Access) is required. Experience with Google Suite is highly preferred.

Language