Assistant to Programme Coordinator

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

UNOPS established its Cambodia Office (KHOH) in early 2013 which oversees a diverse set of projects/programs that includes a multi-donor funded project to support the Extraordinary Chambers in the Courts of Cambodia (ECCC) known as the Khmer Rouge Tribunal, the Malaria Programs funded by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM), the Regional Artemisinin Initiative (RAI), advisory services to the Ministry of Agriculture, Forestry and Fisheries, Governance related projects funded by the EU as well as nutrition related initiatives.

UNOPS KHOH is also overseeing business activities and providing support and services to UNOPS operations in other countries, especially within the Mekong Region and the Philippines.

UNOPS KHOH is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio comprised of projects and programs in the infrastructure, governance, procurement, justice and agricultural sector and subsequently is looking for qualified and committed experts.

Background Information - Job-specific

The Principle Recipient programme (PR) under the UNOPS Asia and Pacific Regional Office has been established to support, develop and oversee UNOPS’ programmes implemented with Global Fund financing in the Region to ensure that synergies between different programme components are effectively developed.

The PR’s Cambodia team works in close cooperation with all PR teams in the Region, managing all grants in a coordinated fashion, including country grants for the Global Fund to Fight AIDS, Tuberculosis and Malaria as well as Regional Principal Recipients of GFATM regional grants for Greater Mekong sub-region (Cambodia, Laos, Myanmar, Thailand and Vietnam).

Under the direct supervision of the Procurement and Supply Chain Management Specialist and in accordance with UNOPS policies, procedures and practices, the Quality Assurance Officer) will be responsible for coordination of different procurement an QA activities undertaken by UNOPS within the Global Fund cooperation framework to ensure that the client’s needs are satisfactorily met.

Under the direct supervision of the Programme Coordinator (PC), the Assistant to the PC shall be responsible for performing the following duties:

• Establish an efficient electronic - and hard-copy filing system for Programme Coordinator’s office, including confidential  documents and records
• Coordinate the flow and prioritization of correspondence to and from the Programme Coordinator’s office. Receive and screen all regular and confidential correspondence which requires the attendance of the  Programme Coordinator
• Maintain the Programme Coordinator’s calendar of official engagement/coordinate  and manage the calendar commitments and follow up with reminders when necessary
• Arrange all appointment with UN agencies, Senior Government Officials, Donor agencies, INGO/LNGO and other stakeholders for Programme Coordinator
• Ensure travel and accommodation arrangements are made in timely manner.
• Provide necessary administrative and logistics support to communication unit in arranging workshop, training and meeting hosted by UNOPS
• Assist in the support to knowledge building  and knowledge sharing within the office
• Assist in analysing data, coordinate with other units on behalf of PC and provide assistance in developing workplans, reporting schedules,…etc.
• Draft communications, documentation, reports and check documents for accuracy and compliance with UNOPS format and style.
• Prepare briefing materials as required for mission travel and/or discussion on operational activities and status.
• Prepare minutes for meetings.
• Perform as Focal Person in communication with Donors/Consultant/ Audit mission by assisting  administration/logistics support such as prepare travel schedule, ensure travel permission are granted in time for their mission to field/SR sites/Hospitals and organizing workshop  and setting up appointments with requested organization and government officials 
• Act as an interpreter for PC in important meetings with national and sub-national level authorities.
• Perform other related/relevant program tasks as may be assigned by the PC.

• Completion of secondary school is required.
• First University Degree (bachelor degree) in Business Administration, Public Administration, project management, Economics, Finance, Computer Science, Health Science or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification or Secretarial Studies is an asset.

Skills

• Management of Administrative Services
• Premises Management
• Vehicles/Fleet Management
• Travel Management
• Conferences & Event Administration
• Reception
• Word Processing/Spreasheets
• Asset Management
• Support Services

• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
• Experience in coordination, facilitation, office Management, Event and Conference Management and Administrative Services is desirable.
• Some experience in UN system organizations is desirable.
• Knowledge of UN Regulations and Rules, government directory, NGOs, UN agencies or embassies is an asset.
• Prior experiences in liaising with Ministries and good understanding of protocol are desirable.
• Experience in health sector is an asset.
• Experience in front office management is an asset.
• Proficiency in computers and office software packages (MS Office) is required.
• Experience in handling of web-based management systems is highly desirable.

• Fluency in both written and spoken English is required.

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Preference will be given to equally qualified women candidates.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.