Programme Management Office (PRMO) - 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 - UNOPS

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. 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.

Background Information – Asia Regional Health Cluster

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and fund management, and the provision of quality pharmaceuticals and health products. The ARHC aims to significantly impact the targets of UN Sustainable Development Goal 3 on good health and well-being, by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region.

The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund to fight AIDS, Tuberculosis and Malaria (Global Fund) in Asia. The Global Fund, which has been providing financial support to the Greater Mekong Sub-region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements in collaboration with selected sub-recipients from the National Programmes, local and international non-governmental organizations (NGOs) and UN agencies.

Background Information - Job-specific

The Principle Recipient programme (PR) under the UNOPS Asia and Pacific Regional Office has been established to support, develop and oversee UNOPS’ programmes implemented with Global Fund financing in the Region to ensure that synergies between different programme components are effectively developed.

The PR’s Cambodia team works in close cooperation with all PR teams in the Region, managing all grants in a coordinated fashion, including country grants for the Global Fund to Fight AIDS, Tuberculosis and Malaria as well as Regional Principal Recipients of GFATM regional grants for Greater Mekong sub-region (Cambodia, Laos, Myanmar, Thailand and Vietnam).

Functional Responsibilities

Under the direct supervision of the Senior Programme Coordinator (Senior PC), the incumbent will be responsible for the following duties:

• Establish an efficient electronic and hard copy filing system for Senior Programme Coordinator’s office, including confidential documents and records.
• Coordinate the flow and prioritization of correspondence to and from the Senior Programme Coordinator’s office.
• Receive and screen all regular and confidential correspondence which requires the attention of the Senior Programme Coordinator.
• Maintain the Senior Programme Coordinator’s calendar of official engagement, coordinate and manage the calendar commitments and follow up with reminders when necessary.
• Arrange all appointment with UN agencies, Senior Government Officials, Donor agencies, INGO/LNGO and other stakeholders for the Senior Programme Coordinator.
• Provide support to the Senior Programme Coordinator in renewing VISA, UN Certificate, and diplomatic IDs and arrange travel and accommodation during field trips.
• Provide necessary administrative and logistics support to communication unit in arranging workshop, training and meeting hosted by UNOPS.
• Assist in the support to knowledge building and knowledge sharing within the office.
• Assist in analyzing data, coordinate with other units on behalf of Senior Programme Coordinator and provide assistance in developing work plans, reporting schedules, …etc.
• Draft communications, documentation, reports and check documents for accuracy and compliance with UNOPS format and style.
• Prepare briefing materials as required for mission travel and/or discussion on operational activities and status.
• Coordinate with Units to finalize periodic reports and the Senior PC meetings notes.
• Perform as the Focal Person in communication with Donors/Consultant/ Audit mission by assisting administration/logistics support such as preparing travel schedule, ensuring travel permission are granted in time for their mission to field/SR sites/Hospitals and organizing workshop and setting up appointments with requested organization and government officials
• Act as an interpreter for the Senior PC in important meetings with national and sub-national level authorities.
• Perform other related/relevant program tasks as may be assigned by the Senior PC.

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.

Education

• Completion of secondary school or high school is required.
• University Degree (bachelor degree), preferably in Business Administration, Public Administration, Project Management, Economics, Finance, Computer Science, Health Science or other related fields, is an advantage and can substitute for some of the required years of experience.

Experience

• Minimum 5 years of experience in general administrative, or operations’ support services in national or international public or corporate organizations with secondary/high school education or one (1) year of experience is required in combination with a Bachelor degree or a Master degree.
• Experience in coordination, facilitation, office Management, Event and Conference Management and Administrative Services is an asset.
• Some experience in UN system organizations is an asset.
• Knowledge of UN Regulations and Rules, government directory, NGOs, UN agencies or embassies is desirable.
• Prior experiences in liaising with Ministries and good understanding of protocol are an advantage.
• Experience in health sector is an asset.
• Experience in front office management is an asset.
• Proficiency in computers, office software packages (MS Office), and Google Workspace is desired.
• Experience in handling of web-based management systems is highly desirable.

Languages

Fluency in both written and spoken English is desirable.

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA) Contract level: LICA 5 Contract duration: Open-ended, and subject to organizational requirement, availability of funds and satisfactory performance. Duty station: Phnom Penh, Cambodia. Phnom Penh city is a family duty station.

THIS IS A LOCAL POSITION, SO ONLY CAMBODIANS ARE ELIGIBLE TO APPLY. 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

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.
• Qualified female candidates are strongly encouraged to apply.
• 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.