Project Management Support – Associate

The Project Management Support – Associate will work in close collaboration with the Sr. Project Manager and other project teams for effective achievement of results, anticipating and contributing to resolving project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNOPS programming, financial, procurement  and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Project Management Support

• Proactively contribute to daily project implementation, ensuring conformity to expected results and work plans.

• Manage project correspondence and communication, including receiving, screening, and distributing documents with necessary background information.

• Collect, register, and maintain all project activity information.

• Advise project counterparts on applicable administrative procedures and ensure their proper implementation.

• Contribute to the preparation and implementation of progress reports.

• Prepare agendas, arrange field visits, appointments, and meetings (internal and external), and write minutes.

• Maintain the project filing system.

• Draft routine correspondence and memoranda for Project Manager signature.

• Assist with logistical organization of meetings, training, and workshops.

• Follow up on timely disbursements by UNOPS.

Administrative Support

• Provide administrative support to project staff, including communication, contracts, agendas, visa applications, hotel reservations, etc.

• Maintain records on project personnel and their status (ToRs, time and attendance, etc.) following accepted policies.

• Support supervisors with attendance record control, leave plan follow-up, and remaining leave balance updates.

• Advise staff on allowances, travel claims, and other financial matters. Calculate payments due for claims and services.

• Undertake other administrative tasks as assigned.

Procurement and Logistics

• Support procurement activities, including equipment, goods, and service procurement.

• Ensure all documents for procurement are submitted on time and comply with UNOPS procedures.

• Prepare tender documentation (ITBs, RFQs).

• Assist with ensuring customs clearance for imported goods (if any) and manage the procurement process until final acceptance.

• Coordinate with the UNOPS Bangkok Office for procurement processes.

• Arrange for equipment, supplies, and services procurement based on the work plan.

• Create and manage e-requisitions in OneUNOPSs, ensuring all relevant data is recorded.

• Arrange for equipment maintenance and insurance as needed.

• Provide administrative support to ensure contractual processes adhere to UNOPS procedures.

• Manage physical clearance and delivery of procured equipment and supplies to Project sites.

• Maintain project equipment inventory records.

• Prepare timely documentation for reporting on procurement activities.

• Maintain a database of contract documentation, terms of reference, and supplier lists.

• Ensure proper filing of all procurement-related documentation.

Knowledge Management and Learning

• Share knowledge and experience with colleagues.

• Actively engage in personal learning through a learning plan and apply newly acquired skills.

Education

• Secondary education or high school diploma is required. 

• Technical/Professional License or Diploma, First university degree, or higher degrees in administration, finance, management, procurement, or other relevant field would be an asset and may substitute some of the required years of experience.

Work Experience

• Minimum of six (6) years’ work experience in administration, Project Management, Finance, Human Resources or related areas.

• Experience in procurement is highly desired. 

• Proven experience in a similar position within the United Nations or in a humanitarian organization is desired.

• Knowledge of Google Suite applications is an asset.

Languages

• Full Working knowledge of the English language is required.