PROCARIBE+ Project Management Support - Senior Assistant

Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

Background Information - UNOPS Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes focused on:

• Infrastructure
• Procurement
• Project Management (full service, back on track)
• HR and Transactional Services
• Grants Management
• Technical and Advisory Services

Background Information - Water, Environment and Climate (WEC)

The Water, Environment and Climate (WEC) Portfolio under the UNOPS Austria Multi-Country Office has built strong partnerships and has effectively been managing a portfolio of 490 million USD over the last 15 years to support key initiatives with fund management, project implementation and administrative support. WEC effectively operationalizes partners' agendas with global approaches, as well as regional and country specific activities focused on climate action, protection and conservation of the environment. Partners profit from WEC’s ability to operationalize and/or scale up their important substantive agendas, including in support of key multilateral environmental and climate agreements, such as the Paris Agreement, the Cartagena Convention as well as the Sustainable Development Goals.

The CLME+ region and the new 5-year UNDP/GEF PROCARIBE+ Project

The globally unique Caribbean and North Brazil Shelf Large Marine Ecosystems (LME’s) - further also referred to as “CLME+ region” - constitute an area of 4,4 million km2 that is shared among 26 independent States and 18 dependent/associated territories.

These ecosystems, rich in marine and coastal biodiversity/natural capital, support a multitude of interconnected and globally important ecological processes and economic activities which underpin the livelihoods and socio-economic well-being of the peoples from the region and beyond.

The UNDP Project “Protecting and Restoring the Ocean’s natural Capital, building Resilience and supporting region-wide Investments for sustainable Blue socio-Economic development” (PROCARIBE+) is a 5-year project (co-)funded by the Global Environment Facility (GEF-ID 10800, May 2023 - April 2028) that aims to protect, restore and harness the natural coastal and marine capital of the region, to catalyze investments in a climate-resilient, sustainable Blue Economy, through strengthened regional coordination and collaboration and wide-ranging partnerships.

It will seek to achieve this by enabling and supporting the development of sustainable and resilient ocean-based (blue) economies, through, for example, the upscaling of actions on Marine Spatial Planning, marine conservation (MPA’s, OECM’s), Blue Carbon, sustainable fisheries, community grants, and through enhanced regional ocean governance (including capacity building efforts and enhanced marine data, information and knowledge management, strategic planning and environmental and socio-economic reporting). In doing so, the project will take into account cross-cutting issues such as climate change, gender and post-covid recovery.

In support of the aforementioned, the project will play a global pioneering role as it will operationalize a region-wide “Coordination Mechanism to Support Integrated Ocean Governance in the Caribbean and North Brazil Shelf Large Marine Ecosystems” (the “Ocean Coordination Mechanism”, or “OCM”). This “OCM” will seek to enhance cross-sectoral collaboration and coordination among the region’s many countries, and the numerous Intergovernmental Organizations (IGO’s) with an oceans-relevant mandate.

Functional Responsibilities

The PROCARIBE+ regional Project Management and Coordination Unit (PMCU) will provide: project management services, support/oversight and direct implementation services for the project’s activities, as well as the geographic and thematic coordination of those project activities that are to be implemented by the different participating countries and/or project Executing Partners (e.g. other UN Agencies and IGO’s, national governments, NGO’s, CSO’s, private companies, as applicable).

Functional Responsibilities: Under the overall supervision/direction of the Procaribe+ Regional Project Coordinator and in close coordination with the other PMCU staff members and project partners, the PROCARIBE+ Senior Assistant’ responsibilities will include:

Procurement administration - Administrative coordination of procurement processes (sourcing, solicitation and related support) - Collect input from project team members and external stakeholders for drafting project procurement requirements - Support in the coordination and communication with suppliers and daily contract management

Logistics, travel, events and office management - Coordinate events organization and support related activities - Lead logistic coordination and problem solving of office needs - Process travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations. - Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting officials as necessary - Handle general secretarial communications with partners - Support delegated translation needs

Knowledge Management - Manage project records and folders and delegated knowledge management tasks - Support the maintenance and update of the registers in project systems, as delegated. - Maintain projects’s documentation including records and files, ensuring safekeeping of confidential materials. - Support with the arrangement of the meetings with stakeholders, taking minutes and follow up on actions including regular Project Board meetings.

Finance

• Manage project payments and requirements, including purchase orders, establishing internal control and ensuring correct operations
• Manage petty cash efficiently, preparing and maintaining ledgers and support documentation, as well as planning properly petty cash needs in advance.
• Support the population of related project monitoring tools

Education/Experience/Language requirements

Education: - A High School Diploma is required - An Advanced University Degree (Master’s or equivalent) (preferably in business administration, public administration, international relations, finance, or related area) is desired.

Expertise and practical work experience:

• Minimum of 5 years of relevant work experience in project management or project operational support is required OR
• A minimum of 1 years of relevant work experience with a First Level University Degree (Bachelors or Equivalent) is required.
• Previous work experience with international development projects or in an international organization will be considered as a strong asset.

Languages:

• Fluency in Spanish and English is required

Contract type, level and duration

Contract type: Local ICA

Contract level: L-ICA5 - ISC5

Contract duration: Full-time assignment for the duration of project, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

• 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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.