Programme Management - 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 funds management, and the provision of quality pharmaceuticals and medical equipment. 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 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 (SRs) from the National Programmes, international and local non-governmental organizations and United Nations agencies.

Background Information – Job Specific

UNOPS is the Principal Recipient managing the RAI grant (RAI2E 2018-2020, RAI3E 2021-2023), established by Global Fund in 2018, providing USD242million and USD231million, respectively, for malaria elimination activities in the Greater Mekong Sub region.

Functional Responsibilities

Under the direct supervision of Programme Management Office Specialist (Finance), the Programme Management - Senior Assistant shall perform the following specific duties and responsibilities:

• Arrange field visits and coordinate all related logistics and administrative matters as necessary including travel related claims in oneUNOPS system
• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for personnel and visitors, ensuring compliance with UN rules and regulations. Provides information on air services, rates and travel schedules for specific itineraries.
• Initiate purchase orders (POs), program related procurement requests as necessary in oneUNOPS system for making payments to implementing partners as well as for the Program Unit
• Prepare project communication, documentation, reports and contracts, checking accuracy and compliance with UNOPS formats and style
• Maintain hard and computerized (soft) records for the projects operational and financial transactions for ease of reference and retrieval
• Responsible for document management, including file closures, archiving and monitoring due dates for projects progress, status reports and submission by UNOPS of substantive financing, budget utilization and budget utilization to clients
• Prepare briefing materials as required or mission and/or discussions on project activities and status
• Interact with colleagues, clients and partners to exchange vital information on operational issues and seek cooperation to resolve routine operational issues and process problems and refer complex issues to supervisor with recommendation for course of action.
• Assist in briefing project personnel on UNOPS Procedures
• Assist in the administration and monitoring of all aspects of the project implementation including finance, budget and administration.
• Arrange field visits and coordinate all related logistics and administrative matters as necessary including travel related claims in oneUNOPS system
• Assist in day to day coordination of the project activities, i.e. assist in collecting and assembling data and reporting activities of the project.
• Initiate purchase orders (POs), program related procurement requests as necessary in oneUNOPS system for making payments to implementing partners as well as for the Program Unit
• Translates documents/ be an interpreter from Laos to English and English to Laos.
• Conducts physical inventory checks, drafting periodic inventory and asset reports.
• Acts as a custodian for management of assets and office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Perform other relevant duties as may be assigned by the supervisor.

Monitoring and Progress Controls

• Regular updates to the supervisor
• Regular reports prepared to the satisfaction of the direct supervisor
• Maintenance of Up to date records, both in hard copy and in the computerized system
• Attending all relevant technical meetings and maintaining excellent contacts with all stakeholders.
• Efficiency & Effectiveness in responding to the day to day needs of the project
• Continuous review of performance by the direct supervisor

Final Product

• Good professional relationship with Ministry of Health, implementation partners and other relevant Government Departments.
• Timely disbursement to SR partners
• Up to date records of project activities well maintained.
• Accurate/good quality reports & statistics submitted when and as required
• Supervisor & clients regularly briefed on project activities when and as necessary.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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

• Secondary education or equivalent is required.
• A University Degree in Business Administration, Public Administration or other related subjects will be considered an asset and it may substitute for four (4) years of experience.

Experience

• Minimum of 5 years of experience (or less depending on academic credentials) in general administrative, or operations’ support services in national or international public or corporate organizations.
• Good computer skills including MS suite and G-suite would be an asset.
• Ability to work systematically, accurately and independently, minimum supervision in a complex environment.
• Excellent writing and analytical skills are preferred. Ability to draft clear and concise communications and to communicate effectively, both orally and in writing is desirable.
• Knowledge on UN rules and regulations, government directory, NGOs, UN agencies and embassies would be an asset.

Languages

Fluency in English and fluency in Lao Language are required.

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA) Contract level: LICA 5 /ICS 5 Contract duration: Open-ended, Subject to organizational requirement, availability of funds and satisfactory performance. Duty station: Vientiane, Lao PDR. Vientiane city is a family duty station.

**This is a local position, and *only Laotian is 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 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
• 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.