Project Management Office Intern , Multiple positions

South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across  North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines.  EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia,  EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.  

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself. 

Background Information – Job Specific

Project Management Office (PMO)

The Project Management Office (PMO) is a section under the Programme unit and its main role is to provide EAPMCO with the structures, tools and techniques needed to ensure that the Multi Country Office has the right programmes and projects in place, that operational and change priorities are balanced, the programme/project governance and decision making is facilitated and it has the resources and capability to deliver them consistently well.  

The functions and services of the PMO include:

• Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.

• Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects. 

• Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

The PMO is looking to hire two candidates from this recruitment: 

1. A first intern who will be fully dedicated to providing support to the PMO.

2. A second intern whose time and tasks will be divided between 1) providing support to the PMO and 2) providing support to the MultiCountry Office (MCO) Director. 

Both positions will suit structured, organized and detail-oriented applicants who have the ability to work independently to achieve results. 

At UNOPS, interns join our teams as equal members and are offered a good mix of support work and independent assignments with substantial responsibility. 

Under the direct supervision of the Head of the Project Management Office (PMO), the intern role is to support the activities aimed at increasing project management capacity. Among the task assigned to the intern: 

• Drafting of high-quality communication and documentation to provide guidance on UNOPS Process and Quality Management System and other applicable UNOPS policy/guidelines/regulations (eg Presentations, Standard Operating Procedures); 

• Researching and analyzing information on projects and partners, assisting the Programme Management Unit with programme development, preparing project management documents and communication materials. 

• Supporting PMO activities with particular focus on the implementing the PMO Action Plan, coordinating the quarterly assurance tasks as well as improving the infrastructure maturity within the hub. 

• Supporting the monitoring of the EAPMCO Strategic Plan, preparing tools and reports to support the oversight of the strategic plan. 

• Supporting the PMO in providing routine oversight and analysis of project financial data within the available dashboards and oneUNOPS tools available. 

• Assist in coordinating knowledge sharing sessions, as required, in terms of preparing learning materials, presentation slides etc.  

• Perform secretarial duties by taking meeting minutes during senior management meetings and assurance meetings. 

• Provide administrative support to the Head of Programme when required.

• Providing support in the preparation of analysis reports by the Head of Programme.

• Providing help in the daily communication with projects’ stakeholders and all parties involved.

• Perform other duties as requested.

The tasks related to providing support to the MCO Director include, but are not limited to: 

• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.

• Drafting of minutes of meetings, documents, reports and routine correspondence related to the MCO Director’s work. 

• Preparation of high quality briefing materials for the MCO Director for appointments, meetings, missions. Make sure that all background documents, talking points and speeches are prepared on time, organized and available prior to the meetings and/or missions

• Researching relevant information and provide background material for the MCO Director in advance of meetings.

• Summarizing highlights of management meetings and disseminating minutes, information, reports, etc. from meetings and follow up action taken when required.

• Maintain the Director’s calendar of official engagements/coordinate and manage the calendar commitments.

• Maintain strict compliance with confidentiality required on documentation and information received.

• Day to day tasks as assigned. 

Education: 

• Minimum First level university degree (Bachelor’s or equivalent) in International Affairs, Social Sciences, Business Administration, Project management, Engineering or other built environment areas is required. 
• Must be enrolled in a university programme such as Bachelor’s, Master's or Ph.D. (or the equivalent) or have graduated from such studies within three (3) years prior to the application date of the internship.
• Master’s level qualification in engineering, architecture, business administration or project management field is desirable.
• Prior project management certification (such as PRINCE2) is highly desirable.

Experience:

• Some professional experience in the field of engineering, design, construction, project management and/or international development, secretarial services, operations, administration or any other relevant field is desirable.
• Strong computer literacy in google suite applications or similar application is required.
• Experience in Google Data Studio (looker studio) is desirable.
• Excellent interpersonal and communication skills and attention to details.
• Must be tactful, discreet, diplomatic and possess the ability to communicate with individuals at all levels of an organization.
• Flexibility and adaptability to work under pressure and able to manage multiple priorities.
• Ability to work in an international/ multicultural environment.

Language:

• Working knowledge of  English is required.

• 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.