Project Management Support Associate - Secretariat

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. 

The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives.

​​​​​​ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas. 

​​​​​​A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase. 

The Secretariat will work in close cooperation with the SC, the Advisory Committee, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Reporting to the Fund Director - ETP, the incumbent performs technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and communications, ensuring efficient, client oriented and effective service delivery of the Program under ETP. Technical functions comprise development of communications tools, content for publication, and content management in knowledge databases of ETP and ETP’s presence in high profile events.  The Project Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. 

Under the general guidance and supervision of the Director, and working closely with the Program Manager, the Project Management Senior Associate’s supports the Secretariat with the following responsibilities:

1. Management Support:

• Responsible for organizing and  scheduling events and appointments of the Secretariat, its Director and Program Manager, the Steering Committee and the Advisory Committee, drafting agendas and minutes for these meetings, and ensuring preparation of documentation for the meetings in timely and orderly fashion, planning work diligently and early, supporting the Secretariat in their finalization, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.

• Performing administrative responsibilities and efficient document management, preparation and dissemination of communications to ensure systematic and fluent operations of the Secretariat and the Program of ETP, ensuring diligent maintenance of records, comments,  and retaining upkeep of filing and orderly retention of documentation.

• Liaises with relevant colleagues to support activity- and work plan-based budget development

2. Communications and Knowledge Sharing:

• Contribute in the communication and awareness building ETP, including, developing high quality presentation material, documentation, summaries, and follow up.

• Providing sound contributions to media and knowledge outlets, knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources. 

• Managing the Partnership’s intelligence, knowledge, and promotion of knowledge sharing by performing as the knowledge platform manager. 

• Facilitating implementation of the communications plan; and drafting Weekly Newsletter on ETP,

• Collecting feedback, ideas, and internal knowledge about processes and best practices, and integrating these efficiently into the communications and knowledge products of ETP.

3. Team Management:

• Ensures high quality recording of results, performance, and services of the team and its implementing agencies.

• Support the Secretariat by following up on compliance of the team members with existing promoting and ensuring the application of policies and best practices.

• Organizing, facilitating and delivering training and learning initiatives for personnel on Administration related topics.

• Upload on oneUNOPS (ERP) transaction-related  files; Designated transactional role in OneUNOPS/Enterprise system.                                       

• Develop a filing system to keep monthly Team work plans, monthly portfolio reports and stage plans easily to access as per needed.

• Maintain and organize records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.

• Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)

• Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons  and all other registers/logs delegated by the Project Manager

• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

• Take minutes of regular team meeting and follow up on action points

4. Logistics and Administrative Services: 

• Responsible for the  inventory control, supervising proper issuance of inventory items and supplies.

• Overseeing   travel authorizations, documentation, and payments and ensure timely respond and processes

• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.

• Coordinates protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.

• In charge of  liaison and coordinating with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.

• Compiling information on administrative services provided for cost-recovery bills with the objective of 

• Supervising logistics and transportation, including client service, catering services and monitoring of consumption.

• Supervises external contractors, including transportation and catering services, including client service and processing of invoices.

The effective and successful achievement of results by the Project Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education:

• High School Diploma is required. 

• First University Degree or Technical Diploma in Business Administration, Public Administration, or relevant disciplines will be an asset and may substitute some of the required years of experience.

• Master’s degree in the above mentioned field/s is preferred. 

Experience:

• Minimum of six (6) years of relevant experience in project/programme management support, general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required. 

• Prior experience in Knowledge management, Communications or related fields is an asset. 

• Some experience in UN system organizations is desirable.

• Proficiency in computer and office software packages (G-Suite) and experience in handling web-based management systems is preferred.

• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language:

• Full working knowledge of English is required. 

• Working knowledge of another, official UN language is desirable.

Contract type: ICA

• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

The position is based in a family duty station.