Project Management Support Associate

Under the overall guidance and supervision of the Senior Project Manager the incumbent performs and may supervise personnel in delivering, technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Project Support Officer promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Management Support:

• Logistics, Asset Management Services
• Knowledge Building and Knowledge Sharing
• Management Support
• Provides overall project support regarding financial and grants management, procurement, monitoring and reporting, and engagement with implementing partners.
• Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Monitors team performance against service agreements with clients, and client satisfaction
• May be designated a transactional role in OneUNOPS/Enterprise system.

 Logistics, Asset Management Services:

• Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies.
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures.
• Co-ordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.

Knowledge building and Knowledge Sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results:

• The effective and successful achievement of results by the Administration Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.   Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

 Education/Experience/Language requirements

Education:

• Completion of secondary school is required.
• First University (Bachelor) in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset.

Experience:

• Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations (2 years of experience in a combination of a Bachelor’s degree will be accepted).
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages :

• Full working knowledge of English and Russian is required.
• Knowledge of a regional working language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29720#1