Programme Management - Associate

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.

The Global Environment Facility (GEF) Small Grants Programme (SGP) supports activities of civil society organization (CSOs) and community-based organizations (CBOs) in developing countries towards addressing global environmental and sustainable development issues. The Programme Management - Associate assists the SGP Central Programme Management Team (CPMT) and performs a variety of operational and administrative tasks.

Under the co-supervision of the Global Manager (GM) and Deputy Global Manager (DGM), the Programme Management - Associate will support all members of the CPMT in collaboration with the Programme Associate for Finance and Partnerships. He/she will be responsible for assisting with overall daily operations of CPMT; in the coordination of appropriate inputs for proposals, documents and events; while facilitating internal coordination and responses to requests for information and guidance.

The Programme Management - Associate will assist CPMT members with their activities, tasks, and correspondence. S/he will promote a client, quality and result-based approach with high quality and accuracy of work, and ensure effective and efficient functioning of the CPMT, including maintenance of filing protocols and archiving procedures, management of information flow, and follow-up on deadlines.

In addition, the Programme Management - Associate will work in close collaboration with colleagues in the UNDP Bureau of Policy and Programme Services (BPPS) within the UNDP Global Policy Network (GPN) to ensure consistent service delivery. The Programme Management - Associate will also be expected to work in close collaboration with UNOPS, SGP Country Teams (National Coordinators and Program Assistants/Associates) and SGP National Steering Committees (NSCs) towards effective human resource management and communications.

Under the co-supervision of the GM and DGM, and in collaboration with other CPMT staff, the Programme Management - Associate will actively support the implementation of the SGP programme of work and will perform the following specific duties:

Support efficient internal operational functioning of CPMT

• Support the GM, DGM and CPMT colleagues to carry out their work by providing internal backstopping, including when staff are out of the office;
• Assist with the periodic preparation of SGP workshops, retreats, and related events and tasks, in particular as regards to their administrative and logistical aspects, notetaking, assist visitors and guests, and other similar undertakings as needed;
• Establishment of an effective system and network for exchange of information on administrative matters with internal and external partners;
• Facilitates the engagement and provision of high-quality results and services of the CPMT through effective work planning, assist with monitoring work processes and ensuring compliance with existing policies and best practices;
• Support the DGM and GM with general administrative support as required including efficient management of schedules and organizing official meetings with internal and external partners in accordance with applicable protocol.
• Establish and maintain effective documentation and filing system of key SGP documents and correspondences and ensure safekeeping/archiving of materials.
• Assist with the preparation of relevant information for the audits, in coordination with the Programme Associate for Operations and Partnerships;
• Assist in CPMT colleagues in the dissemination of information and lessons learned related to SGP project management and best practices.
• Support CPMT in all procurement related functions including drafting of the terms of reference, submission of requests to UNOPS procurement staff and follow up

Support for management of SGP human resources

• Assist the DGM and serve as the day-to-day contact between the CPMT and UNOPS for SGP administrative and human resources related matters, including follow-up on contractual issues of CPMT and country staff, attendance records, and other requirements;
• Coordinate, facilitate, and keep track of the SGP country staff annual Performance and Results Assessments (PRA), update the PRA inputs in the database, and assist CPMT regional focal points with the finalization of the annual PRA exercise;
• Create, maintain and monitor the directory of National Coordinator (NC), Programme Assistants/ Associate (PAs), and National Steering Committee (NSC) members, including promptly updating all relevant e-mail lists with new NCs and PAs and other details as required (PDF version and on-line);
• Facilitate arrangements of CPMT members’ travel needs as required, including support on transportation and accommodation needs, processing requests for visas, identity cards and other documents, arrangement of shipments for CPMT staff members;
• Support CPMT in the preparation of requests for recruitment of consultants, including supporting drafting/obtaining terms of reference, submission of requests to UNOPS Human Resources and ensuring appropriate follow-up.

Facilitation for CPMT communications

• Support the CPMT Knowledge Management/Communication and M&E/Results-based Management specialists on the improvements and maintenance of the website, intranet and database as required;
• Printing publications and managing SGP publication’s inventory;
• Managing procurement processes for communication and KM products and services.
• Uploading videos to the database/CMS.
• Provide support to enhance internal communication, including organization of regular and ad-hoc internal meetings, and preparation of minutes and summaries of actions;
• Assist in the preparation of presentations and reports (including powerpoint, statistical charts, and tables),
• Translation and synthesis of relevant guidance and training materials, communications or other documents;
• Prepare documents such as proposals to donors according to the required templates and/or other reporting systems.

• Secondary education preferably with specialized administrative training. University degree in Public Administration or related field is desirable.  

• Minimum of 6 years of experience preferably in data and information management and analysis;
• Experience in the usage of computers, proficiency with office software packages (MS Word, Access, PowerPoint, Excel etc), and in handling web-based management systems;
• Pre-existing knowledge of the UN, UNDP Rules & Regulations and organizational structures would be an asset.
• Prior exposure to the structure of the United Nations system, in particular with regard to human resources and communications desirable.

Contract type: Fixed-Term Staff Appointment
Contract level: GS-6
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

• 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.
• 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.