Program Assistant

The UNOPS Ethiopia Office has in the recent past signed MOUs with the Federal Democratic Republic of Ethiopia Ministries and other UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. In order to efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS Ethiopia office is in need of an experienced Team Assistant. The Program Assistant will work under the direct supervision of the Transactional Projects Manager in UNOPS Ethiopia Office.

Summary of functions:

1. Project Support
2. Performing data entry and regular review
3. File Management
4. Support Transactional Projects Portfolio Team
5. Undertaking Team Assistant activities

Project Support

• Assist in budget monitoring and budget reconciliation, including checking actual spending against budget availability and providing budget line status to the project coordinator.
• Check project related purchase orders in oneUNOPS and amend as necessary in cooperation with the Admin/Finance section
• Assist in reviewing financial and progress reports of Partners , service providers and subcontractors
• Support the preparation of new project budgets and budget revisions for the amendment or extension of existing projects.
• Verify invoices sent by contractors and suppliers/partners against their financial reports and prepare a summary for certification by the project manager

Performing data entry and regular review

• Perform accurate data entry into Workflow Monitoring Sheet of the Transactional Projects Portfolio and assist to generate accurate data information for reporting and decision making purpose by managers.

• Regular review of the Workflow Monitoring Sheet to review due dates of tasks of the team members and sending reminder when appropriate.

• Analyze data in the Workflow Monitoring Sheet in order to identify the appropriateness of the time allocation for tasks  

• Regular review of the workflow monitoring sheet and alert assigned task owners for appropriate action to be included on portfolio stage plan and monthly team report

• Data entry on the Keepsite (online system for registering project risk, issue and lesson) as assigned by the Transactional Project Manager 

File Management

• Support the Transactional Projects Portfolio Team on proper implementation of Maturity Project standard filing requirements and review of current filing system as per the of the requirements of P3M3

• Perform regular review of the portfolio file to ensure consistency on maintaining standard, cross check contents of all project folders against the checklist of project documentation

• Upload project documents on oneunops (UNOPS ERP System) as per the UNOPS ETOH

• Retrieve data from the database or electronic files as and when requested

Support Transactional Projects Portfolio Team

• Support Procurement Team in receiving bid documents (download from online e-sourcing site & receiving hard copies (if any), support in filing bid documents (hard and soft copy)  and Serve as standing bid opening team member

• Support project Support team in partner communication specially fund transfer and project closure related matter

• Perform vendor/supplier registration in oneunops.

Undertaking Team Assistant activities

• Taking minutes of team meeting, partner meeting and project board meeting as assigned by Transactional Projects Portfolio. Ensure that meeting minutes are signed/endorsed by meeting participants as appropriate

• Support in proper file labeling and storing, ensure that project files are archived properly and ready for retrieval for audit enquires as per the policy of the organization.

• Performs other related duties as required.

• A high school diploma is mandatory.  
• A first level University Degree, a diploma or certification in Management and other related social science fields would be an added value. 
• Certification on data management or data analysis software will be an advantage

• A minimum of 5 years relevant and progressive professional experience, specifically in the field of database management with focus on monitoring, recording, and reporting.
• Working knowledge of Microsoft EXCEL and Microsoft Word is required 

• Proficiency in written and oral English and Amharic is required. 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.