Project Management Support Associate (Maternity Cover)

Multiple locations

Organization: UNOPS - United Nations Office for Project Services
Location: Multiple locations
Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
Occupational Groups:
- Project and Programme Management
Closing Date: Closed

Job categories Administration

Vacancy code VA/2023/B5002/25693

Department/office ECR, AUMCO, Water, Environment & Climate (WEC)

Duty station Multiple

Contract type Local ICA Support

Contract level LICA-6

Duration 6 months with possibility of extension

Application period 20-Mar-2023 to 03-Apr-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

1. Administrative and general support

Establishes and maintains efficient working relationship with stakeholders (e.g. UNOPS WEC support units, WEC management, Implementing Partners, UNFCCC secretariat, WRI);
Assists with the drafting of correspondence to partners and high level officials as well as other responses to external requests;
Provides accurate and timely information on processes and pending issues to the supervisor;
Maintains the records on administrative, financial and logistical activities of the Bonn personnel/office;
Provides administrative and logistical support for missions, events and travel including organization of tickets, hotel bookings, transfers, visa facilitation, DSA payments, etc.

2. Facilitates the delivery of procurement support, required to effectively deliver projects, focusing on achievement of the following results:

Maintenance and update of procurement monitoring system and provision of feedback on purchase orders to the requesting office.
Helps PM Support Specialist in the preparation of a procurement plan.
Define the best way of providing goods, works and services, including procurement deadlines for each stage.
Review of requisitions for completeness and adequacy of technical specifications.
Preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
Drafting of letters, memoranda, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters.
Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters.
Follow-up on receipt of goods and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken.
Preparation of monthly reports on procurement matters.
Conduct of market research to determine sources of supplies by using United Nations Global Market Place, and other sources;
Preparation of waivers for competitive bidding, waivers for provision of grants, ensuring that full and proper justification and documentation is provided for review and approval by the Local Contracts and Property Committee (LCPC) / Engagement Acceptance Committee (for grants).
Preparation and issuance of EOI, RFQ, ITB, RFP through the e-sourcing system as may be required, ensuring their conformity with UNOPS approved templates or seeking clearance in case of required adjustments.
Review and evaluation of bids or proposals received and preparation of analysis for contract awards and for submission to the LCPC/HQCPC.
Preparation of contracts and necessary amendments ensuring conformity with template UNOPS documents for review by the requesting unit.
Follow-up signing of contracts by vendors.
Obligation of funds in oneUNOPS and obtaining of appropriate signatures for approval.
Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors.

3. Performs efficient operations portfolio planning and administration, focusing on achievement of the following results:

Advise on administrative, financial and logistical activities of the projects.
Provide administrative support for missions, events and travel involving UNOPS personnel and partners, including organization of tickets, hotel bookings, transfers, visa facilitation, DSA payments, etc.
Help organize workshops, conferences and retreats as required, based on agreed timing and quality indicators.
Coordination with HQ Admin on common services requests including those relating to office space, cleaning, provision of office supplies, travel arrangements, etc.
Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
Support in the management of project assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure.

4. Facilitates the delivery of grant arrangements, required to effectively deliver projects, focusing on achievement of the following results:

Help ensure that requests to engage with grantees and implementing partners are initiated and processed in a timely and high-quality manner.
Provide support to the facilitation of the f calls for proposals, grant awards and relevant contracts, f creation of the respective arrangements between UNOPS and its partners, and management of respective contracts to
Support administration of calls for proposals in line with UNOPS policies and procedures, collection of proposals, review of proposals through a selection committee, preparation and finalization of evaluation reports, as relevant and required.
Help liaise with implementing partners to monitor performance of grants, highlight issues and risks involving grantees, and ensure timely delivery.
Facilitate creation of grant agreements, and disbursements of funds, in a timely manner, and in accordance with project requirements.
Manage day to day administration of the grant management activities, track reports, process grantee registrations, and payments, as required.
Help to review financial information with the concerned team, identify bottlenecks and corrective actions.
Support work of the UNOPS finance team to prepare financial reports on grants, quarterly accrual reports and the annual financial report as per project schedules. Ensure that performance of grants are captured in relevant progress/narrative reports.
Drafting of contract documents and letters of agreement with Governments, institutions and UN agencies; administration of contracts and agreements and processing amendments, if required, for approval within the Cluster.

Education/Experience/Language requirements

Education:

Completion of secondary school is required.
University Degree in Business Administration, Public Administration, or equivalent desirable.
Procurement certification would be considered a significant asset
Prince2 or PMP or similar project management certification at the foundation level will be considered an advantage.

Experience:

Holders of secondary education degree: 6 years of progressively responsible administration, procurement or grants management experience is required at the national or international level.
Holders of bachelor’s degree or higher: 2 years of progressively responsible administration, procurement or grants management experience is required at the national or international level.
At least one year of experience with fund and/or grants management support is required.
Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and experience in handling web-based systems is an asset.
Progressive experience with international organizations is an asset.

Language Requirements: