Programme Management Office Senior Assistant (Grants and Contracts)

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 - Myanmar

Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for some of the largest development programmes in the country, namely the Access to Health, the Livelihood and Food Security Fund (LIFT), the Joint Peace Fund (JPF), Nexus Response Mechanism, and the SECO funded UN Trade Cluster Fund. In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative targeting drug resistant malaria in the greater Mekong sub-region. UNOPS also provides procurement, infrastructure and project management services to a wide range of organizations in the country, including international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information - Job-specific

The Grants and Contracts team, as part of the larger Programme Management Office (PMO), is in charge of managing the grants and contracts with implementing partners.The Programme Management Office Senior Assistant (Grants and Contracts) will be located within the UNOPS Myanmar Programme Management Office, and will be supporting one of the multiple funds and programmes managed by UNOPS Myanmar.

Functional Responsibilities

Under the overall supervision of the Programme Management Office Specialist (Grants and Contracts), the Programme Management Office Senior Assistant (Grants and Contracts) will work to support the delivery of Fund activities. He/She will collaborate closely and engage actively with the Program Unit assigned role in the designated funds, and will be responsible for:

Grant management - Ensure all the necessary and relevant grant related documents are assembled appropriately and collect the necessary signatures - Monitor reporting deadlines and communicate with the IPs and Programme team on pending and delayed reports - Assist in creating monthly reports and provide other data as required. - Assist in the processing and maintenance of Call for Proposal/Concept notes including uploading documents, receiving and acknowledging receipt of proposals, maintaining a database of submitted proposals - Provide necessary information to the Finance team on on-going and upcoming payments, cashflow requirements and other relevant information on grantees and new grant agreements - Follow IP payment schedules to prepare and process necessary documentation for grant payments in accordance with agreed upon payment schedule as per grant agreements and fund availability, create POs, and submit payment requests to Finance - Assist in closure of projects with appropriate actions (e.g. project audits, clearance of final reports, assets management) and ensure overall adherence to required procedure before the final payment is released - Maintain the archive and filing system by filing all required records for the grants both in hard copy and on the share drive. - Assist in the tracking of grants management tools including IP performance/traffic light reports.

Administration and Logistics

• Assist in the organization of trainings and workshops
• Raise POs and prepare payments as required
• Assist in the update and maintenance of grants management tools and databases
• Collection and maintenance of records, both hard copies and electronic copies for easy reference and retrieval, related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status

Monitoring and Progress Controls

• The Programme Management Senior Assistant (Grants and Contracts) will report to the Programme Management Office Specialist (Grants and Contracts), who will monitor his/her performance as per these ToR. Monitoring will look in particular at the following:
• Efficient, timely execution and follow-up of tasks as per the scope of responsibilities detailed above;
• Proactive and professional interaction with colleagues at UNOPS to exchange information and feedback on requests in an effective and efficient manner;
• Demonstration of UNOPS competencies and behaviors at the expected level when interacting with IPs, stakeholders, and colleagues from the PMO, Funds, and MMCO

Education/Experience/Language requirements

A. Education - Secondary education diploma or equivalent is required. - Bachelor’s degree in Business administration, Management, Economics, Commence, or related subject is an asset, and may substitute required years of work experience. - Completion of PRINCE2 Foundation certificate is an advantage.

B. Work Experience - Minimum of 5 years of experience in contracts/grant management and/or project administration and/or project support is required.

C. Language Requirement - Fluency in both English and Myanmar/Burmese languages is required (written and oral expression)

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.

Contract type, level and duration

Contract type: ICA (Individual Contractor Agreement) Contract level: LICA-5 (Local Individual Contractor Agreement) Contract duration: Open-ended (with possibility of extension depending on funding and 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

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.

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.