Project Management Support Associate

Job categories Project Management

Vacancy code VA/2023/B5130/26780

Department/office ECR, AUMCO, Georgia

Duty station Tbilisi, Georgia

Contract type Local ICA Support

Contract level LICA-6

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 22-Sep-2023 to 05-Oct-2023

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

Functional Responsibilities

The Project Management Support Associate (hereinafter “Project Associate”) works closely with and under the supervision and guidance of the Project Management Support Specialist to ensure support to efficient implementation of Projects through a range of actions contributing to planning, management and monitoring of Project activities. 

In performing her/his work, the Project Associate promotes a quality and results-oriented approach, and works closely with the Programme and Project’s personnel and Support Services, to exchange information and ensure consistent service delivery. 

The Project Associate will undertake the following activities/responsibilities: 

Project Monitoring and Reporting

• Support the Project Team in Project planning, implementation and day-to-day activities. 
• Provide support in maintenance of the Project filing system and different project registers.
• Supports facilitation of regular project reporting in the system, including for quarterly Quality Assurance exercise.
• Collect, sort, file and send out project files to the Project team and other relevant personnel.
• Supports the Project in monitoring the provision of services by contractors and consultants, including technical outputs as well as progress and final reports submitted.
• Support in donor reporting - prepare initial drafts, collect and sort data from internal and external sources, prepare statistical charts, tables and other; collect and file all the supporting documents. 
• Support planning and participate in the project steering committee and other meetings (as required) and prepare respective minutes/protocols of the meetings.
• Support grant management activities and monitor their implementation, collect status reports from the Grantee(s), including financial reports.
• Support administrative, procurement and financial processes, such as Calls for Proposals’ announcements, grant application and evaluation processes, communicating different administrative information to Project team, beneficiaries, and administrative monitoring of the grant contracts.

Project Implementation and Visibility 

• Provide support for the Project’s communication and visibility activities in full conformity with the donors’ regulations and guidances. 
• Provide event management support, including logistics, preparation of participants’ list, invitations, agenda, presentations, attendance sheets, and other.
• Assist in follow up of engagement of project consultants and submission of related time sheets.
• Manage and prepare all supporting documents related to  payments.
• Support procurement related activities.
• Maintain Project inventory list, vehicle log-sheet, fuel consumption, and other.
• Provides support in translation of documents. Interprets during meetings if/as required.
• Support Project staff and consultants with the travel-related processes/procedures.
• Perform other duties as required and in line with the incumbent’s scope of services above. 

Education/Experience/Language requirements

Education

• A High School Diploma is required. 
• A Bachelor’s Degree or Master's Degree (or equivalent) in Business Management/Administration, Social Sciences, Humanities or related field will be considered as advantage.

Work Experience

• Minimum six years of experience in performing administrative, organisational and/or project support activities.
• Experience in grant monitoring activities will be considered as an asset.
• Experience with Education development projects will be considered as an asset.
• Experience with international organisations is desirable.
• Experience with UN and/or UNOPS administrative management systems will be considered as an asset.

Language Requirements

• Fluency in written and spoken English is required.
• Fluency in written and spoken Georgian is required.