Programme Support Specialist

The Programme Support Specialist reports to the Head of Operations who provides direction and general supervision.

He/she works in close collaboration with teams across the SMS as well as interfacing with the Support Services function of the UNOPS Geneva Office, UNOPS HQ and other key stakeholders for successful service delivery.

1. Programme Management
● Support leaders across the SMS to establish measurable long/short term targets and monitor progress to measure performance and provide quality oversight.
● Monitor the financial sustainability of the programme and delivery of desired results, ensuring compliance with organisational strategies, rules, regulations and standards of performance.
● Prepare and submit mandated reports on critical issues to the relevant stakeholders, to drive future process improvement and business development planning.
● Manage and oversee the preparation of programme documents (including business cases/strategies, programme plans etc).
● Working with UNOPS Geneva Office and UNOPS headquarters, define and maintain effective  operations/support services processes.
● Monitor client service and satisfaction with operations/support services processes, liaising with UNOPS Geneva Office and UNOPS headquarters for required support, as required.
● Support the Head of Operations to manage the structured transition of any new UNOPS systems into the SMS.

2. Operations and advisory
● Support the Head of Operations to develop and implement the Secretariat’s workplan and collaborate with colleagues to identify the needs, determine costs and plan all support services, including human resources, procurement, finance, travel, Information and Communications Technology (ICT) and administrative services.
● In close consultation and coordination with the Head of Operations and Director, advise on effective use and delivery of resources against the budget.
● Advise personnel across the SMS on the application, interpretation and adoption of corporate operational rules, procedures and guidelines.
● Provide advisory support to personnel across the SMS on Standard Operating Procedures (SOPs), templates and guidelines, and support documents from project formulation, project approval and project closure with a focus on budget/finance related matters, costing, etc.
● Assist the Head of Operations to establish rosters/manage contacts for technical advisory personnel that are available on an on-call basis to provide the required external support.
● Prepare and issue Terms of Reference or Statements of Works for agreements and subcontractors, including identifying suitable firms or institutions; evaluating proposals received; making recommendations for contract awards, and negotiating with successful bidder(s).
● Prepare contract documents and Letters of Agreement with institutions and UN agencies, including administering contracts and agreements and processing amendments.
● Negotiate and draft complex contracts for services; administer and monitor contracts and agreements; process amendments and payments
● Assist the Head of Operations to monitor use of Delegations of Authority (DOA).

3. Reporting
● Prepare and maintain project budgets and revisions, in consultation with the appropriate parties and ensure timely submission of financial reports.
● Monitor agreements, budgets and expenditure and prepare any periodic process and budget/financial reports required.
● Prepare and finalise documentation and contracts required for service delivery by UNOPS and the SMS.
● Interact closely with SMS and UNOPS to ensure consistency in service delivery and operating protocols.
● Develop and maintain a repository of programme documents, progress technical and financial reports, audit reports, assessment reports, terminal reports, etc.

4. Quality assurance
● Work with internal stakeholders to ensure compliance with audit requirements.
● Coordinate quality reviews of programme management documents and deliverables.
● Provide quality control for management outputs (project documents, reports, etc.).

5. Innovation and knowledge management
● Strengthen and mainstream processes and procedures in providing support services through the development/provision of manuals and work flow processes and procedures, placing at the disposal existing UNOPS guidelines and tools/ SOPs and projects’ best practices and training materials.
● Assess and identify training and learning needs, develop training schedules and organise workshops, meetings, on-the-job training, etc. to strengthen the capacity of personnel and thereby ensure smooth implementation of the workplan and effective reporting.

1. Contract type : Fixed Term Staff Contract
2. Contract level : ICS10/P3
3. Contract duration One year initially, renewable subject to satisfactory performance and funding availability'

• Please note that the closing date is midnight Copenhagen time
• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• Geneva, Switzerland  is a UN Family Duty Station
• 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.

IT IS RECOMMENDED THAT APPLICANTS INCLUDE  A SHORT COVER LETTER INDICATING THEIR MOTIVATION AND FIT FOR THE POSITION.

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.