Grants Management Assistant, Multiple positions
Background Information - Myanmar
Myanmar is one of UNOPS leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Three Millennium Development Goal Fund (3MDG) and its successor the Access to Health Fund, the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). Also, UNOPS Myanmar is Principal Recipient for the Global Fund to Fight AIDS, Tuberculosis and Malaria in Myanmar and Cambodia, and for the Global Fund’s Regional Artemisinin-resistance Initiative targeting drug-resistant malaria in the Greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organisations in the country, including the Government of Myanmar, international development partners, other UN agencies, NGOs and INGOs. UNOPS Myanmar plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.
Background Information - Job-specific
The Grants and Contracts team, as part of the larger Programme Management Office (PMO), is in charge of managing the grants and contracts with implementing partners and suppliers.
The Grants Management Assistant will work under the day-to-day operational and technical supervision of the Grants and Contracts Specialist in the PMO. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. He/She will collaborate closely and engage actively with the Program Unit of the relevant Fund.
- Provide Support in preparation of grant awards, agreements and amendments;
- Ensure all the necessary and relevant grant related documents are assembled appropriately and collect the necessary signatures
- Monitor reporting deadlines and communicate with the IPs and Programme team on pending and delayed reports
- Liaise with the Programme Unit on ongoing grants and highlight issues to the relevant team leaders
- Provide support in reviewing IP reports (e.g. financial reports, asset reports, preparing checklists)
- Assist in creating monthly reports and provide other data as required.
- Assist in the processing and maintenance of Call for Proposal/Concept notes including uploading documents, receiving and acknowledging receipt of proposals, maintaining a database of submitted proposals
- Provide necessary information to the Finance team on on-going and upcoming payments, cashflow requirements and other relevant information on grantees and new grant agreements
- Assist in closure of projects with appropriate actions (e.g. project audits, clearance of final reports, assets management)
- Assist in the tracking of grants management tools including IP performance/traffic light reports
Administration and Logistics
- Assist in the organization of trainings and workshops
- Prepare and submit payments as required
- Assist in the update and maintenance of grants management tools and templates
- Maintain the archive and filing system , both hard copies and electronic copies for easy reference and retrieval, related to contractual arrangements – on audits, inventories, communication, utilization and all such elements in the contracts and grants
- Update contacts lists and support drafting and sending of letters
- Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status
- Other duties as may be assigned by the supervisor
|Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. |
|Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.|
|Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).|
|Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.|
|Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.|
|Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.|
|Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.|
- Secondary education diploma or equivalent is required.
- A BA or MA degree may substitute required years of work experience.
- Completion of Prince 2 Foundation certificate is an advantage
B. Work Experience
- Minimum of 5 years of experience in one of the subject from business administration, development studies, economics, project management, finance or other related area is required.
- Previous successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is an advantage;
- Experience in project administration and/or project support functions is an advantage
- Prior experience with UNOPS is an advantage
- Strong computer skills, including internet navigation and office applications (MS Office); good knowledge in the use of Excel spreadsheets
C. Language Requirement
- Fluency in both English and Myanmar/Burmese languages are required (written and oral expression)
Contract type, level and duration
Contract level: LICA-5
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
"THIS IS A LOCAL POSITION. ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY. ALL OTHER APPLICANTS WILL BE REJECTED."
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- 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.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- 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.
Background Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.
- Organization: UNOPS - United Nations Office for Project Services
- Location: Yangon (Myanmar)
- Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
- External Relations, Partnerships and Resource mobilization
- Administrative support
- Closing Date: 2018-12-13