JOB DESCRIPTION

Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

The UNOPS Geneva office (GVA) is part of the Global Portfolios Office (GPO). The GVA manages a diversified portfolio of global and country specific hosted entities, funds, programs, and projects. The GVA services includes hosting, fund management, advisory services, project/program implementation, procurement, financial and human resources support.

Background information – Job Specific

This job is in the UN Partners Team and is dedicated to supporting United Nations agencies across various operational areas under the GVA office, but based in Copenhagen. The GVA team collaborates with 10 UN partners, providing essential operational and administrative support in procurement, grants management, human resources, travel coordination, and workshop management. Through these services, the team ensures efficient and compliant operational delivery, facilitating the effective implementation of UN projects.

One of the UN partners that UNOPS GVA team supports is the UNEP Copenhagen Climate Centre (UNEP-CCC). It was established in early 2022. UNEP-CCC is programmatically guided by UN Environment (UNEP) and operationally supported by UNOPS.

Under the guidance and supervision of the Programme Management Specialist ,Project Management Support – Senior Assistant works in close collaboration with both internal and external partners, especially with UNOPS Geneva team, HR, Finance, Operations, and programme and projects personnel, as well as with the focal points of UNEP-CCC to exchange information and ensure consistent service delivery. The incumbent is assisting in the implementation of operational support, portfolio planning, administration, knowledge building, and knowledge sharing.

Functional Responsibilities

Under the direct supervision of the Programme Management Specialist, Project Management Support – Senior Assistant will perform the following functions:

Project Management Support

Travel, Logistics, and Workshop Support

Procurement and Administrative Support related to workshops

Implementation of Operational Strategies and Procedures

Knowledge Building and Knowledge Sharing

Project Management Support

Assist the delivery of UNOPS services in full compliance with UNOPS rules, regulations, and Standard Operating Procedures (SOPs).

Assist in the administration and regular monitoring of procurement, travel, workshops, grants and the routine aspects of project delivery.

Assist in monitoring HR contract issuance and payroll for partner personnel.

Assist in the creation of vendor/ supplier details, contract approvals, and payment follow-ups.

Maintain a travel , workshop and procurement/contract-tracking and plans , ensuring compliance with contract terms, reviewing subcontractor invoices, and verifying supporting documentation

Travel, Logistics, and Workshop Support

Support the organization and logistical arrangements for workshops, conferences, and meetings, ensuring smooth execution.

Process travel arrangements, expense claims, and reimbursements for project personnel, partners, and invited stakeholders, in accordance with UNOPS policies.

Prepare briefing materials and mission-related documentation for personnel involved in field visits, project missions, and official travel.

Ensure timely processing and tracking of Travell authorizations, workshops, and other project activities.

Assist in the coordination of visas, transportation, security, accommodation, and allowances for participants of workshops and meetings.

Procurement and Administrative Support related to workshops

Create and manage Requisitions and Purchase Orders (POs), perform reconciliation activities such as closure and cancellation of POs, and generate reports for status updates and follow-ups.

Ensure accurate documentation and compliance of procurement activities, including verification of invoices and adherence to UNOPS Financial Regulations and Rules (FRRs).

Support contract administration, ensuring services provided align with contractual terms and that payments are processed efficiently.

Maintain accurate records of all operational and financial transactions for easy reference and retrieval, ensuring efficient document management, file closure, archiving, and compliance monitoring.

Support the preparation of routine project communications

Implementation of Operational Strategies and Procedures

Ensure full compliance of operations with UNOPS rules, regulations, policies, and strategies.

Provide input into internal Standard Operating Procedures (SOPs), working in consultation with the supervisor and office management.

Assist the Management specialist in overseeing travel, procurement, and other related project requests, including the development and monitoring of tracking tools

Monitoring and Progress Controls

Comprehensive up-to-date documentation of project under his / her responsibility

The incumbent will participate in weekly team meeting calls to report on progress relevant to the team, share objectives for the following week, highlight milestones and identify areas of concern and collaboration;

The incumbent will define his/her own performance indicators responding to the priorities identified with his / her supervisor. These indicators will be assessed in accordance with performance management policy.

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

a. Education

Secondary school diploma or equivalent is required

A first-level university degree (bachelor’s) or advanced degree ( Master) in related fields may substitute for some of the required number of years

b. Work Experience & Language Requirements

A minimum of 5 years of relevant professional working experience in programme/project management and administration support is required.

Relevant experience at the national or international level in providing project management and transactional services is desirable.

Familiarity with UNOPS policies and procedures, especially with regard to finance, travel, procurement for goods, and services are desirable.

Knowledge of Google sheets, google documents, google data studio and BigQuery is desirable ( Google workspace).

c. Languages

Fluency in oral and written English is required. Knowledge of any other UN language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: ICS 5 / LICA-5
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

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

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.

Geneva , Switzerland is a UN family duty station

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. 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