Programme Management Senior Assistant

The Nexus Response Mechanism is a programme initiated by the EU aimed at contributing to Myanmar lasting peace and national reconciliation, security, stability and sustainable development without missing humanitarian needs. Its actions are focused on providing support to conflict-affected populations, displaced populations, host communities, and returnees by strengthening the humanitarian-development-peace nexus, linking relief with rehabilitation and development. 

Reporting to the Programme Manager, Nexus Response Mechanism (NRM), the Programme Management Senior Assistant will support the NRM Secretariat in project management tasks related to the day-to-day management of the programme, including project documentation, communications with partners, logistics, administration, and procurement. Moreover, he/she will ensure close collaboration and engagement with the PMO and support contract management including fund transfer, documentation, etc. He/she will ensure the effective and efficient functioning of the Programme Management Office (PMO), full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.  

Under the overall supervision of the Senior Programme Manager, and direct supervision of Programme Manager, Programme Management Senior Assistant will provide assistance to efficient and effective implementation of the NRM programme. He/she will ensure close collaboration and engagement with the Programme Units of MMCO as well as other PMO and MMCO Departments. The Programme Management Senior Assistant will undertake the following activities/responsibilities:

Programme Management Support

• Support the day-to-day operations and effective programme management and implementation of the NRM programme.

• Provide assistance in the development of the NRM programme work plans, and to support the development of PMO Workplan and monthly project assurance-related tasks.

• Provide support in the organisation of training, workshops, information sessions, capacity building, or other functions

• Participate in regular team meetings and partner meetings, and produce meeting minutes

• Participate in the field visit with the programme team as necessary. 

• Maintain programme documentation and update/upload the documents where necessary

• Assist and arrange coordination workshops, meetings, events, and training arrangements integrating environmental initiatives in line with “green” guidelines, and considering the Value for Money aspect

• Support the arrangement and management of the NRM retainers with respect to administration, logistics, and financial payment facilitation

Operational Support  

• Coordination of travel arrangements for the NRM team - prepare, process and follow-up on administrative arrangements, TA process, and logistics matters

• Contribute to the liaison and coordination with relevant stakeholders for protocol and compliance related to the NRM programme events, duties, entitlements or any other ad hoc request. 

• Ensures UNOPS Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress

• Assisting in the implementation of procurement processes in line with the UNOPS Procurement Manual including raising requisitions, assist in the preparation of specifications and TOR, obtaining quotations, and evaluation; preparing purchase orders, contract management and payments for PMO needs

• Ensure timely processing and payment of office administrative expenditures in the UNOPS ERP system, liaising with colleagues, retainers and external service providers when necessary under NRM budget

• Assisting in the preparation of the budget for the Programme Management Office for NRM

• Engage with the relevant Support Services colleagues, to ensure respect of UNOPS financial, procurement, and other  rules and regulations in conduct of activities

• Provide assistance in the development of procurement related ToRs, needed in support of work package/product delivery 

• Provide assistance related to grant management activities, as per the Project needs and PM’s request 

• Work closely with PMO (with NRM focal persons) and provide support on grant management including IP’s payments, add and update the supplier information in the system, and necessary documentation.

• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above

Education 

• Secondary education is required. 

• Bachelor’s degree preferably in Economy, Business Administration, Social Sciences, Development Studies, or any related field is desirable

Work Experience 

• Minimum 5 years of experience in project/programme management and or administration/support experience is required.

• Prior related experience in the international organization/UN system is an asset.

• Previous successful involvement with and a good knowledge of NGOs & civil society would be an asset.

• Strong interpersonal skills in a multicultural environment, including communication skills and the ability to work independently and in a team setting, will be an asset.

• Computer literacy in Microsoft packages (MS Word, MS Excel, MS Access) is required. Experience with Google Suite is highly preferred.

Language

• Fluency in both written and spoken English is required.

• Fluency in both written and spoken Myanmar is required

THIS IS A LOCAL POSITION, ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY.

• 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. 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.