Under the supervision and guidance of the Project Manager, the Project Managemen...
Under the supervision and guidance of the Project Manager, the Project Management Support Senior Assistant will assist and provide support on the day-to-day administration of the project as far as all systems and functional interfaces are concerned and provide services to the Project Team in support of project delivery.
The Senior Assistant works in close collaboration with colleagues in all Project Sectors, as well as in the organisation as a whole.
The Project Senior Assistant will undertake the following activities/responsibilities:
Provides a variety of specialized and non-specialized transaction support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:
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Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
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Process procurement transactions in UNOPS’ corporate system OneUNOPS;
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Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
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Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
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Monitor expenditures against allocations.
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Receive, review, log and route incoming communication and procurement requests/invoices.
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Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.
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Prepare Statistics and reports, including on Procurement volume.
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Undertake routine follow up action on procurement on behalf of the supervisor;
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Publish procurement advertisements and awards.
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Maintain status reports on procurement activities and work in progress.
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Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
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Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures.
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Assist in arranging, managing and follow up project-related meetings, events and seminars/workshops.
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Assist in generating reports to the internal project team as appropriate
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Assemble documents (reproduction and collation) and maintain an electronic filing system.
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Document and maintain project templates / materials.
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Assist that deliveries are completed effectively and accounted for.
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Assist in preparation of briefing materials, reports and other relevant materials required for the project management.
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Follow up, on all organizational events as foreseen in the approved work plan.
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Provide support for the development of Gender Equality and Social Inclusion strategies within the projects activities by all partners;
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Assist in delivery for project supplies to office / sites / training / events and workshops.
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Assist in collecting inputs for preparation of financial reports and developing of budgets Contribute to the Project’s communication and visibility activities;
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Assist in implementation of projects monitoring milestones by timely providing inputs for compilation of reports on reaching each milestone;
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Assists in monitoring and evaluating the work of communications and outreach components of the project.
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Contribute to finalize the detailed work plan and strategy on communications and outreach components.
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As appropriate, assist in the field visits to the project implementation partners to support overseeing of the implementation of project activities and conducting of spot checks, especially with regard to any pass through funding to the project implementation partners.
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Assists the supervisor to synthesize and analyze data and help write summary reports;
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Establish a system for the sharing of project data (in form of recommendations) with management.
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Assist with preparing and updating monthly, quarterly and annual monitoring and evaluation plans and reports.
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Regularly provide updates on delivery of monitoring plans.
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Any other duties assigned by the Supervisor.