Programme Management Support Associate

Initiate contracts for consultants, technical services agreements and general external services requests in alignment with appropriate Standard Operating Procedures (SOPs).

Monitor and record receipt of deliverables from contracted services providers and consultants and initiate and monitor payments when required per the contract.

Monitor status of external consultants contracts and other rosters to facilitate timely action by supervisor, including, expiring appointments/contracts and pending separation actions.

Initiate requisitions for goods procurement, monitor receipt of deliverables and ensure timely payments in alignment with appropriate SOPs.

Monitor workplans for planned events; identify all preparatory and logistical elements needed for events and develop plans to ensure these requirements are met.

Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.

Support workshops and meetings’ agenda development in coordination with partners 

Prepare presentations using PowerPoint and other software packages on own initiative or based on instructions.

Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

Off-site meetings and/or meetings with external partners

• Conduct research for potential meeting logistics, including venues, hotels, A/V suppliers, caterers, and other arrangements.

• Draft supporting documents for travel, including participants’ guides, logistic notes, invitation letters, and registration processes, etc.

• Support event-related solicitation process and support with contract management.

Virtual meetings - organize virtual events and manage complex and large online conferences (management of plenary / breakout rooms, etc.).

Internal meetings - ensure schedule and room booking is done, agendas are developed, take minutes, and provide action points for follow-up as needed.

Prepare travel requests for official duty travel by STBP/GDF personnel and/or partner personnel, including making flight arrangements, providing required documentation (e.g., for visa applications), ensuring payment of daily subsistence allowance in accordance with SOPs.

Collect and review quarterly travel plans of the teams and consultants to ensure timely submission of travel documents and organizational planning.

Provide timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

Monitor income and expenditures for planning purposes.

Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.

Assists in the preparation of financial and technical progress reports to donors.

Liaise with the finance team and the programme colleagues in order to process Call of Orders, Certification of Payments and other payments in a timely manner and charged to the correct budget allocations.

In close collaboration with other support staff, create and/or maintain filing systems; continually review filing system to ensure information is up to date and effectively and efficiently used.

Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

Assist in maintaining the GDF knowledge management system.

Provide oversight, ensuring compliance by team members with existing policies and best practices.

Organize, facilitate and/or deliver training and learning initiatives for new personnel on UNOPS travel and administrative procedures.

Supports dissemination of information and messages on behalf of the Team Leaders and other team members both internally and to external partners.

Works with the technical team and Stop TB Communications team to update team website content. 

Collect feedback ideas, and information about internal Stop TB and team processes and best practices to improve productivity.

Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.