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Programme Management Office - Senior Assistant

Vientiane (Lao )

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Vientiane (Lao )
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2021-07-26

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Background Information - Job-specific

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and fund management, and the provision of quality pharmaceuticals and health products. The ARHC aims to significantly impact the targets of UN Sustainable Development Goal 3 on good health and well-being, by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region. 

The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund to fight AIDS, Tuberculosis and Malaria (Global Fund) in Asia. The Global Fund, which has been providing financial support to the Greater Mekong Sub-region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements in collaboration with selected sub-recipients from the National Programmes, local and international non-governmental organizations (NGOs) and UN agencies. 

Job-specific 

UNOPS is the Principal Recipient managing the RAI grant (RAI2E 2018-2020, RAI3E 2021-2023), established by Global Fund in 2018, providing USD242 million and USD231 million, respectively, for malaria elimination activities in the Greater Mekong Sub region.

Functional Responsibilities

Under the direct supervision of Programme Management Office Specialist (Finance), the Programme Management - Senior Assistant shall perform the following specific duties and responsibilities:

1) Administration and Logistics support

  • Arrange trips and field visits and coordinate all related logistics and administrative matters such as preparation of travel reservations, travel authorization, field trip plans, and process travel entitlements.

  • Visa facilitation, obtaining appointments, preparing travel authorizations, arranging for local transportation/flight tickets, hotel accommodation, etc. for consultants and other visitors.

  • Assist in organizing workshops, meetings, events and trainings such as arrangements of venues and catering, preparing handouts, and other requirements.

  • Conduct physical inventory checks, drafting periodic inventory and asset reports. Acts as a custodian for management of assets and office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

  • Undertake low value procurement in line with the UNOPS Procurement Manual including raising requisitions, assist in preparation of specifications, obtaining quotations, evaluations, supplier contract management;

  • Initiate purchase orders (POs) and requests for payments for the implementing partners and the suppliers as necessary in oneUNOPS system;

2) Documentation and Filing

  • Responsible for document management, including file closures and archiving in the unit;

  • Assist in updating and editing the google drive database, research and provide information as required;

  • Prepare project communication, documentation, reports and contracts, checking accuracy and compliance with UNOPS formats and style as requested by the supervisor.

  • Assisting in preparation of material needed for workshops, seminars, briefings.

3) Communication and Knowledge Sharing 

  • Interact with colleagues, clients and partners to exchange vital information on programme  issues and seek cooperation to resolve routine programme issues and process problems; identify risks and refer complex issues to supervisor with recommendation for course of action.

  • Assist in briefing project personnel on UNOPS and GF/RAI procedures.

  • Facilitate translation of documents and assist as a translator (English / Lao Language) when required

  • Draft routine correspondence, reports and papers related to the unit's work.

  • Assist in the support of knowledge - building and knowledge sharing within the office.

  • Ensure reports/documents for meetings are circulated in a timely manner.Perform other relevant duties as may be assigned by the supervisor.

  • Travel Note: Occasional travel may also be required

4) Monitoring and Progress Controls

  • Regular updates to the supervisor and regular reports prepared to the satisfaction of the direct supervisor;

  • Maintenance of up to date records, both in hard copy and in the computerized system;

  • Attending all relevant technical meetings and maintaining excellent contacts with all stakeholders.

  • Efficiency & Effectiveness in responding to the day to day needs of the project;

5) Final Product

  • Up to date records of project activities well maintained;

  • Accurate/good quality reports & statistics submitted when and as required;

  • Timely disbursement to SR partners;

  • Supervisor & clients regularly briefed on project activities when and as necessary.


Education

  • Secondary/high education is required. 

  • CPA or the first University Degree in Business Administration, Public Administration or other related subjects is desirable but not required.

  • A Bachelor or Masters would be an asset and may substitute for some of the required years of experience.

  • Relevant certification in financial management or accounting is an advantage.

Experience

  • Minimum of 5 years of experience  (or less depending on academic credentials) in general administrative, finance, accounting or operations’ support services in national or international public or corporate organizations.

  • Fully proficient computer skills in either Microsoft (Word, Excel and PowerPoint) or Google Workspace (Docs, Sheets, Slides) are desired.

  • Working knowledge or experience with ERP is an asset.

  • Ability to work systematically, accurately and independently, minimum supervision in a complex environment.

  • Excellent writing and analytical skills are preferred. Ability to draft clear and concise communications and to communicate effectively, both orally and in writing is desirable.

  • Knowledge on UN rules and regulations, government directory, NGOs, UN agencies and embassies would be an asset. 

Languages

  • Fluency in Lao Language and good working knowledge of English are required.

Competencies

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.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) 
Contract level: LICA 5 / ICS 5
Contract duration: Open-ended, subject to organizational requirement, availability of funds and satisfactory performance.

This is a local position, and only Laotian is eligible to apply.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • 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
  • 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

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations (UN), supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the UN, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and UN organizations.

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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