JOB DESCRIPTION

Background Information – Job-specific

WEC (Water & Energy Cluster) Background:

The Water, Environment and Climate (WEC) portfolio, based in Vienna, and with offices based globally is part of the UNOPS Global Portfolio Office. The Portfolio has built strong partnerships and is effectively managing a portfolio of over 500 million USD over the last 15 years to support key initiatives with fund management, project implementation and administrative support.

WEC effectively operationalizes partners’ agendas with global approaches, as well as regional and country specific activities focused on climate action, protection and conservation of the environment. Partners profit from WEC’s ability to operationalize and/or scale up their important substantive agendas, including in support of key multilateral environmental and climate agreements, such as the Paris Agreement, the Cartagena Convention as well as the Sustainable Development Goals.

The NDC Partnership:

The NDC Partnership is a global coalition of countries and institutions collaborating to drive transformational climate action through sustainable development. In 2015, the world endorsed the Paris Agreement and the 2030 Agenda for Sustainable Development. Nations signal their commitments to the Paris Agreement through Nationally Determined Contributions (NDCs) – each country’s strategy to cut its own greenhouse gas emissions and build resilience against the negative effects of a changing climate. The Partnership advances the goals of the Paris Agreement by bringing together nearly 200 countries and institutions in new ways to accelerate NDC implementation and enhance ambition over time. The Partnership’s work through 120 partners supporting almost 80 countries produces many examples of impact, lessons learned and ideas for the future. The Partnership is governed by a Steering Committee, co-chaired by two country representatives. The Partnership’s work is facilitated by a Support Unit based at World Resources Institute in Washington DC and the UNFCCC Secretariat in Bonn, Germany. UNOPS supports the NDC Partnership and its Support Unit through the Water, Environment and Climate (WEC).

Partnership Action Fund (PAF)

While the Partnership’s model of collective action catalyzes immediate support, there are instances when countries’ requests for climate action go unanswered. The need for a flexible and fast mechanism to deploy support is evident. To meet this need, the NDC Partnership launched the Partnership Action Fund (PAF) at COP26. The PAF supports developing Country Members in fast-tracking the implementation of their Nationally Determined Contributions (NDCs) by bridging gaps in support. These resources are deployed to supplement existing support or respond to unsupported requests after these requests have been circulated and members have had the chance to respond with their own resources and programs. By pooling funds and making them more readily available, the PAF ensures countries have better access to technical and financial resources and the widest possible range of Partnership members can respond rapidly to the needs of developing Country Members. As of March 2025 2024, 72 member countries and one regional organization have requested support through PAF.

* This is a retainer homebased position, preferably based in Bonn, Germany, but not mandatory.

Functional Responsibilities

The PAF Support Senior Associate will play a flexible and integral role in supporting various aspects of the PAF process. This position will contribute to ensuring smooth coordination, effective documentation, and timely execution of tasks across different functional areas, including CFP circulation, proposal development and evaluation, grant award, monitoring and reporting, and grant closure. Given the dynamic nature of PAF’s work, the consultant will provide on-demand support where needed, adapting to evolving priorities and operational needs. Below is a list of activities where support may be required as needed.

PAF WINDOW 1

Regularly update the PAF Window 1 guidance note to reflect any process or requirement changes, ensuring the latest version is accessible and readily available to staff and hosts.

Centralize process questions, general queries and other clarification requests and provide timely responses and guidance, liaising with others in the team and relevant hosts’ personnel as needed.

Ensure that the PAF Window 1 Monday board is up to date, engaging the Country Engagement team when information is missing or needs to be revised / clarified.

Collect information on the status of each request (e.g., advertisement stage, interview stage, written test stage, etc.), identifying delays, challenges and bottlenecks when they arise.

Assist with the monitoring of timely submission of facilitators’ quarterly Country Engagement Update Reports.

Support in compiling reports quarterly of progress in their submission and auditing their availability in the External SharePoint

Provide regular, consolidated reports to the PAF Program Manager on request processing status, flagging any delays or challenges that demand action / troubleshoot.

Support the Program Manager in presenting consolidated information for approval and decision-making on all requests.

PAF WINDOW 2

Assist the Country Engagement team in preparing requests for Calls for Proposals (CFP), including providing guidance on templates, processes, timelines, and eligibility.

Support the management of CFP data collection templates, ensuring that the latest changes are reflected and that requests for clarification are addressed by relevant staff.

Help consolidate draft CFP guidance documents, working closely with both hosts to ensure requirements are accurately reflected in invitations to submit proposals and other relevant annexes/documents.

Pre-populate proposal submission templates with information on all requests included in CFPs.

Assist in organizing information sessions for implementing partners before each CFP launch, including consolidating materials (slides, talking points, etc.) and handling logistics (attendance, recordings, follow-up emails).

Manage the collection of queries from partners during the proposal preparation stage, liaising with Country Engagement staff to provide timely responses.

Support outreach to NDC Partnership members by coordinating organizational assessments for PAF funding eligibility, centralizing the collection of relevant documents, and addressing clarifying questions.

Assist in coordinating Evaluation Committees (ECs), including assembling committee members, tracking progress, and ensuring timely scheduling.

Support information sessions for EC members, consolidating materials and managing logistics.

Distribute proposal packages and communicate key requirements and deadlines to EC members.

Track EC progress, flagging delays and bottlenecks to the Program Manager.

Compile and prepare Evaluation Summary Reports.

Inform partners of EC decisions and clarify next steps.

Assist in preparing and coordinating Scopes of Work (SOW), including pre-populating documents, circulating drafts, and addressing clarifications.

Track the status of SOWs, troubleshooting as needed and supporting coordination calls.

Facilitate grant preparation by compiling submission packages and coordinating with hosts.

Support partners in navigating grant setup, addressing challenges, and ensuring key conditions are defined.

Support Reasonable Cost Assessments (RoCs): Monitor budgets in grant proposals and verify their consistency with prevailing market rates.

Ensure all evaluations are properly documented and securely stored in compliance with PAF’s information-sharing protocols.

Grant Setup:

Track the grant processing timeline, flagging delays and updating relevant teams.

Maintain grant records, ensuring agreements are correctly stored and tracked.

Support the peer review of grant agreements in coordination with relevant teams, assist with Grant Support Agreements (“GSAs”), UN to UN Agreements, and other PSC documents using approved templates to ensure compliance with UNOPS legal and financial rules.

Ensure grant agreements and supporting documents are stored and organized in PAF’s document management systems.

Monitoring & Reporting:

Monitor grant implementation, tracking payments, centralizing partner concerns, and escalating issues when needed.

Assist the PAF Team in compiling quarterly country update reports based on IPs’ progress reports.

Update and maintain PAF’s monitoring and reporting tools (e.g., SharePoint, deliverables library, Monday board).

Assist with scheduling and note taking in the coordination calls with IPs after quarterly reports’ review.

Grant Closure:

Support project closure by ensuring required documentation is in place and coordinating with relevant teams

Ensure all required deliverables are submitted and documented during the grant closure process. Follow up with IPs when missing deliverables.

Codify and archive relevant folders, documents, and deliverables in line with PAF’s information-sharing practices.

General Support:

Coordination and Facilitation:

Provide ad hoc support to the PAF Manager in assisting the PAF’s Core Team in coordinating processes, scheduling calls, facilitating discussions, and note-taking.

Communication Material Preparation:

Assist in the preparation of reports, presentations, and other communication materials for internal and external stakeholders.

Additional Duties:

Perform other duties as assigned by the PAF Manager to support procurement and grants management processes.

 

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

Secondary school (High School or equivalent) with a minimum of 7 years of relevant experience is required.
Master’s degree, preferably in international development, economics, finance, project management, procurement or a related field, with 1 year of experience is desired.
Bachelor’s degree in related discipline in combination with an additional 3 years of relevant work experience may be accepted in lieu of a secondary school diploma.

Experience

Required

With a high school diploma, a minimum of 7 year of relevant professional experience (or more, depending on the academic credentials) in the field of supporting project implementation and delivery activities, is required.

Experience in project management, operations management, monitoring and reporting preferably at international organizations.

Experience in Grant Management.

Proficient use of Microsoft Office/Google Suite is required with an emphasis on Excel.

Assets

Experience in international cooperation and/or project management is an advantage.

Experience with stakeholder and partner management.

Experience in procurement and operations is an advantage.

Previous experience with UNOPS or another UN agency is desired

Language

Proficiency in English is required.

Knowledge of another official UN language (French, Spanish, Russian, Arabic, and Chinese Mandarin) is an asset.

 

Contract type, level and duration

Contract type: Local ICA retainer
Contract level: LICA 07 / ICS 07
Contract duration: One year, 220 working days, with possibility of extension.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

 

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements