Programme Management Associate

The Programme Management Associate, under the direct supervision of the Programme Coordinator, will be responsible for supporting the Programme Coordinator in the day-to-day management of the project, including its plans, issues, risks, and lessons. This includes ensuring the project implementation plan is followed and escalating any issues or concerns to the Programme Coordinator. Additionally, they will assist with donor and partner communications, as well as reporting.

This position will support the Programme Coordinator to oversee the direct implementation of the SUIDAC national and regional dialogue components. In collaboration with colleagues in cities, the Programme Management Associate will organize national steering committees in each country of the action, meeting at least once a year, and establish at least six regional peer-learning events. Responsibilities will include event planning (logistics and management), managing the publication of event reports, supporting communication with key local actors, and maintaining project communications with selected cities administrations and key local stakeholders. Regular reporting to the programme coordinator is also expected.

Key Responsibilities: Programme Operations Support 

• Support the Programme Coordinator in the implementation of the project activities, including the assessment of expenditure in project administration (office premises, assets, travel), drafting reports…

• In close collaboration with UNOPS, support maintenance of secure and reliable ICT tools and environment.

• Provide administrative support to key events (e.g. organization and implementation of conferences, etc.) which include, in collaboration with the UNOPS team, the preparation of Terms of Reference, request for quotes, evaluation, the award of the contract, management of the contract and payment of invoices.

• Under the Guidance of the Project Coordinator ensure the effective delivery of the programme national and regional dialogue components. Liaise with the finance team in tracking disbursements and budgets for projects and events.  

• Ensure the procurement, travel and HR operations are undertaken as per the needs of the programme. 

• Initiate procurement processes and work with UNOPS Geneva Office on tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that are cost-effective and meet operational needs. 

• In consultation with relevant colleagues, review, administer and issue contracts, agreements/amendments with the different vendors/subcontractors/service providers.

• Provide administrative support in all aspects of project implementation such as organizing workshops, initiating Purchase Order, preparing disbursement requests, ect. 

• Manage the deployments  of consultants, and coordinate their work records and certification of payment submissions

• Ensure maintenance and update of the HR Consultants rosters and assignments.

Support to Programme Implementation Monitoring and Reporting

• Contribute to routine monitoring of project progress, activity results and implementation costs against planning to ensure that actions supported by the Program are implemented effectively and efficiently. 

• Maintain records of project files, data, issues and risks. Support the Programme Coordinator to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.

• Assist the Programme Coordinator in reviewing and drafting the project reports and progress updates and disbursement requests by combining the submitted reports from sub-recipients, analyzing the variance explanation against the planned activities/budget;

• Ensuring documentation of events including identification of lessons learned. 

• Follow up on timely operational and financial reporting from the implementing partners in line with the project agreement.

• Organize and facilitate coordination meetings/review meetings between the project team.

The programme is implemented timely, within budget, and to the agreed quality.