Project Administrator

The TBLDC is a UN entity in charge of promoting science, technology and innovation in the 47 LDCs. The Headquarters of the Technology Bank is  located in Gebze, Turkey.

The role of Project Administrator is to work closely with the DAR Activity Lead at the World Health Organization in ensuring the project is implemented in a timely and quality fashion. He/she will take the lead in day to day management issues ensuring that the specific project components are meeting their targets as previously set.  A key responsibility will be ensuring that all travel, consultant hires and goods and services procurement are properly prepared for action by UNOPS counterparts. 

The role of Project Administrator is to work closely with the DAR Activity Lead at the World Health Organization in ensuring the project is implemented in a timely and quality fashion. He/she will take the lead in day to day management issues ensuring that the specific project components are meeting their targets as previously set.  A key responsibility will be ensuring that all travel, consultant hires and goods and services procurement are properly prepared for action by UNOPS counterparts. 

Stakeholder Management:

• Support the coordination and management of communication and ensure stakeholders are aware of Project activities.
• Support the Capacity Development Coordinator Consultants, the Project Manager and the Technology Portfolio Consultant in the structuring and delivery of project activities whilst advising on UNOPS policies, procedures and working practices as well as on practical and implementation matters.
• As delegated by the Activity Lead:

1. Manage communications and ensure stakeholders are aware of project activities, progress, and exceptions
2. Advise the consultants on issues that may impact the achievement of their outcomes.

Delivery and Performance

• Contribute to the development of project plans within the relevant project objectives and outputs.
• Coordinate and liaise with the Activity Lead on the implementation progress. 
• Advise the Activity Lead of any deviations from the plan and update plans. Identify operational and financial problems and resolve them by taking appropriate action following consultation, draft correspondence to parties concerned and prepare reports.
• Support the Consultants in monitoring and evaluation of Project performance.
• Assist, support and follow up on all portfolio core services related to procurement/contract administration, finance/payment process, grant management and HR/recruitment process.
• Preparation and maintenance of project files, including internal and external project reports.
• Act as designated first contact with the Initiative for all HR/recruitment, procurement, admin and grants management issues and support needs, facilitating delivery of effective services.
• Set up project proposals and budgets and monitor project budgets, support the preparation of due budget revisions in consultation with direct supervisor and the relevant project Consultants.
• Prepare financial reports and ad-hoc updates on cash-flow status, contractual commitment and expenditure status
• Ensure good governance concept, principles and practices are incorporated into the activities where applicable, in accordance with the Project objectives and methodology
• Assist in organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation

Procedures

• Ensure that all project activities comply with Organizational Directives and Administrative Instructions.
• Work with Consultants and Activity Lead to ensure that all expenditure complies with UNOPS Financial Rules and Regulations (FRR)
• Ensures project reporting compliance with contractual obligations.
• Understand and manage overheads, allocable charges, and related corporate charges as they apply to the project.

Personnel Management

• Support drafting of Terms of Reference (ToR) for Project personnel.

Core Values and Principles

• Understand and respect national ownership and capacity.
• Look for ways to build capacity of local counterparts

Accountability for results and the use of resources:

• Support the Activity Lead in maximum accountability and transparency for the project results delivery.

Success of the Project Administrator will be based on successful outcome of the above responsibilities. The Project Administrator must be able to apply, independently, the procedures and required workflows of the above duties and responsibilities Regular weekly meetings with the supervisor will confirm tasks and priorities are on track.

Education

• Advanced university degree (master’s degree or equivalent) preferably in Public Administration, Business, Economics, Political Sciences/International Relations, Social Sciences or substantially related field is required.
• A first-level university degree with relevant combination of academic qualifications and two years of additional experience related to the nature of the position may be accepted in lieu of an advanced university degree.

Work Experience

• Minimum of two years (or more based on academic credentials) of relevant and progressive experience required in project management, including experience in: Budget management, Client/stakeholder management, Project planning.
• Familiarity with grants projects or initiatives, including planning, monitoring and management of grants, is required.
• Experience with operations management, involving provision of support services to projects, particularly in the areas of administration and procurement, is required. Experience with provision of human resources support and services would be considered an asset.
• Experience working with multi-stakeholder initiatives and complex/large-scale projects is strongly desired.
• Experience with UN/UNOPS or another UN entity is highly desired. Knowledge of enterprise systems desired.

Language

• Expert knowledge of English is required. Strong writing and presentation skills in English.
• Knowledge of French would be considered an asset.

Skills

• Ability to adapt and manage deliverables and resources in a climate of change and to think and act quickly, sometimes under pressure yet remain effective.
• Ability to effectively collaborate with teams in an international, multi-cultural, multi-disciplinary environment; separated by geographical locations and working under different time-zones.
• Ability to promote best practices, advise on improvements and apply information from a broad range of sources.
• Excellent communication (both oral and written), problem solving and analytical skills
• Proactive, flexible, resourceful and able to work independently with limited supervision

• 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.
• 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
• 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.

Contract type: ICA