Project Management Support - Senior Assistant

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

The UNOPS Geneva office (GVA) is part of the Global Portfolios Office (GPO). The GVA manages a diversified portfolio of global and country specific hosted entities, funds, programs, and projects. The GVA services includes hosting, fund management, advisory services, project/program implementation, procurement, financial and human resources support.

Background information – Job Specific

This job is in the UN Partners Team and is dedicated to supporting United Nations agencies across various operational areas under the GVA office, but based in Copenhagen. The GVA team collaborates with 10 UN partners, providing essential operational and administrative support in procurement, grants management, human resources, travel coordination, and workshop management. Through these services, the team ensures efficient and compliant operational delivery, facilitating the effective implementation of UN projects.

One of the UN partners that UNOPS GVA team supports is the UNEP Copenhagen Climate Centre (UNEP-CCC). It was established in early 2022. UNEP-CCC is programmatically guided by UN Environment (UNEP) and operationally supported by UNOPS. 

Under the direct supervision of the Programme Management Specialist, Project Management Support - Senior Assistant  will perform the following functions: 

1.  Project Management Support

2. Travel, Logistics, and Workshop Support

3. Procurement and Administrative Support related to workshops 

4. Implementation of Operational Strategies and Procedures

5. Knowledge Building and Knowledge Sharing

1.  Project Management Support

   • Assist the delivery of UNOPS services in full compliance with UNOPS rules, regulations, and Standard Operating Procedures (SOPs).

   • Assist in the administration and regular monitoring of  procurement, travel, workshops, grants  and the routine aspects of project delivery.

   • Assist in monitoring HR contract issuance and payroll for partner personnel.

   • Assist in the creation of vendor/ supplier details, contract approvals, and payment follow-ups.

   • Maintain a travel , workshop and  procurement/contract-tracking and plans , ensuring compliance with contract terms, reviewing subcontractor invoices, and verifying supporting documentation

1.  Travel, Logistics, and Workshop Support

   • Support the organization and logistical arrangements for workshops, conferences, and meetings, ensuring smooth execution.

   • Process travel arrangements, expense claims, and reimbursements for project personnel, partners, and invited stakeholders, in accordance with UNOPS policies.

   • Prepare briefing materials and mission-related documentation for personnel involved in field visits, project missions, and official travel.

   • Ensure timely processing and tracking of Travell authorizations, workshops, and other project activities.

   • Assist in the coordination of visas, transportation, security, accommodation, and allowances for participants of workshops and meetings.

1. Procurement and Administrative Support related to workshops

   • Create and manage Requisitions and Purchase Orders (POs), perform reconciliation activities such as closure and cancellation of POs, and generate reports for status updates and follow-ups.

   • Ensure accurate documentation and compliance of procurement activities, including verification of invoices and adherence to UNOPS Financial Regulations and Rules (FRRs).

   • Support contract administration, ensuring services provided align with contractual terms and that payments are processed efficiently.

   • Maintain accurate records of all operational and financial transactions for easy reference and retrieval, ensuring efficient document management, file closure, archiving, and compliance monitoring.

   • Support the preparation of routine project communications

1.  Implementation of Operational Strategies and Procedures

   • Ensure full compliance of operations with UNOPS rules, regulations, policies, and strategies.

   • Provide input into internal Standard Operating Procedures (SOPs), working in consultation with the supervisor and office management.

   • Assist the Management specialist in overseeing travel, procurement, and other related project requests, including the development and monitoring of tracking tools

Monitoring and Progress Controls

• Comprehensive up-to-date documentation of project under his / her responsibility

• The incumbent will participate in weekly team meeting calls to report on progress relevant to the team, share objectives for the following week, highlight milestones and identify areas of concern and collaboration;

• The incumbent will define his/her own performance indicators responding to the priorities identified with his / her supervisor. These indicators will be assessed in accordance with performance management policy.

c. Languages

• Fluency in oral and written English is required. Knowledge of any other UN language is an asset. 

Contract type: Local Individual Contractor Agreement 
Contract level: ICS 5 / LICA-5
Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• 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.