Project Management Support - Senior Assistant

UNOPS office for the English and Dutch Caribbean is based in St Lucia and currently oversees several infrastructure projects (both implementation and technical assistance) in Belize, Jamaica, Dominica, St Lucia, Grenada, Trinidad and Tobago and Curacao.

The Project Management Support Senior Assistant reports to the Project Manager who provides supervision and guidance. The role is responsible for supporting the Project Manager with the day-to-day support of the projects and coordinating their progress and documentation.

Summary of functions:

1. Project support

2. Administrative assistance and project documentation

3. Stakeholder coordination and documentation

4. Knowledge management and innovation

1. Project support

• Preparation and maintenance of project files, including internal and external project reports.

• Organize meeting and take minutes of project meetings

•  Assist in preparing project reports, briefings, and presentation materials

• Contribute to the day-to-day project correspondence, information sharing and filing, ensuring that appropriate follow-up actions are taken

• Maintain records of project files and other supporting documents

• Assist in the scanning, copying of documents and maintain a proper filing system and document archives

2. Administrative assistance and project documentation

• Assist in monitoring project financials and advise the Project Manager(s) accordingly

• Assist in tracking expenditure and inform the Project Manager(s) to revise budgets when required (realignment and amendment)

• Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.

• Alert the Project Manager or any financial shortfalls and over-expenditures.

3. Project monitoring and reporting

• Assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures

• Maintain records of project files and other supporting documents.

• Support the Project Manager in maintaining the following:

          i. Electronic Blue File,

          ii. Procurement, HR and Finance files as required by UNOPS policies

• Manage the compilation, consolidation and analysis of relevant data of the projects

4. Stakeholder coordination and documentation

• Support the coordination and management of communications

• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

5. Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format.


To access the full list of roles and responsibilities, please download the terms of references attached to the announcement. 

• Minimum five (5) years of relevant administrative experience and/or project support position is required for the candidate with a secondary school education;
• Only  one 1 year of relevant administrative experience and/or project support position is required for the candidate with a first level University Degree in Business Administration, Social Science, Development Studies or equivalent;
• Experience in MS Office Suites, especially Word, Excel and PPP desirable.

• Fluent knowledge of English is required. 
• Working knowledge of Spanish is desirable.

Contract type: Individual Contractor Agreement 

Contract level: LICA 5

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

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.

• Please note that the closing date is midnight Copenhagen time. 19:00 hours Castries. 
• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.

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.