For the vacancy notice, please click here.
Under the direct supervision of the Sub-Regional Director (SRD) and in close coordination with the Senior Sub-Regional Office Resources Management Officer (SSRMO), the Project Support Unit (PSU) and the relevant Regional Thematic Specialists in the Regional Office Vienna (RO Vienna), the Senior Programme Support Associate will provide operational and administrative support to COs in the EEA+ in the development and implementation of their action plans, project development, fundraising, M&E.
Responsibilities
Programme Support and Coordination
- Provide day-to-day programme support to Sub-Regional Office (SRO) and Country Offices (COs) in the planning, implementation, monitoring, and reporting of projects in compliance with organizational standards and procedures.
- Assist in preliminary review of project proposals, reports, and work plans for completeness, accuracy, and adherence to institutional formats and requirements.
- Support the tracking of programme implementation, flagging delays, risks, and challenges to supervisors, and following up on agreed corrective actions.
- Facilitate the sharing of information, lessons learned, and good practices across COs to strengthen coordination and programme delivery.
- Support the organization and delivery of training or orientation sessions to enhance staff understanding of programme and reporting requirements.
Resource Mobilization and Donor Reporting Support
- Assist in compiling inputs for donor proposals, concept notes, and reports.
- Maintain donor reporting schedules, ensuring timely reminders and submission of required documents.
- Support the tracking of funding opportunities and maintain an updated pipeline of proposals and reporting requirements.
- Provide logistical and administrative support for meetings, workshops, and coordination events with partners, donors, and inter-agency platforms.
- Assist in maintaining up-to-date contact lists, partnership records, and documentation to support effective stakeholder engagement.
- Draft background notes, minutes, and follow-up actions to strengthen coordination with governments, regional bodies, civil society, and private sector partners.
Compliance, Governance, and Accountability
- Ensure programme files, records, and reports are maintained in line with organizational compliance and accountability requirements.
- Support monitoring and reporting on programme indicators and assist in preparing consolidated progress updates for management review.
- Provide administrative follow-up on audit and compliance recommendations, supporting timely closure of actions.
Operational and Administrative Support
- Supervise and coordinate the work of the staff in the unit, ensuring effective task allocation, performance monitoring, and team collaboration.
- Support the Sub-Regional Director and Senior Sub-Regional Resources Management Officer in planning their visits, scheduling meetings, and managing agendas to facilitate smooth operations.
- Provide surge and operational support during periods of peak workload, programme start-up, or emergency scale-up.
- Liaise regularly with the SRO Resource Management team and relevant units at CO, RO, and HQ levels to facilitate smooth programme and financial processes.
- Perform other related duties as assigned.
Qualifications
Education
- School diploma with six years of relevant experience; or,
- Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law or related fields from an accredited academic institution with four years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Relevant experience in programme support, coordination, or administration within international organizations, UN agencies, or development-focused institutions.
- Proven experience in supporting programme planning, monitoring, reporting, and compliance, including familiarity with UN or donor procedures and frameworks.
- Experience in supervising or coordinating a small team, providing guidance, task allocation, and performance support, preferably in a multi-country or regional context.
Skills
- Programme coordination and organizational skills: Ability to plan, prioritize, and manage multiple tasks and deadlines across offices and countries.
- Communication and interpersonal skills: Strong written and verbal communication; ability to draft reports, briefs, and correspondence; effective in liaising with diverse stakeholders.
- Team leadership and collaboration: Experience in supervising small teams, fostering collaboration, and providing guidance while supporting a results-oriented environment.
Languages
For all applicants, fluency in English is required (oral and written).
How to apply
Click here to apply.