Programme Management Senior Assistant (Internal Candidates Only)

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 - 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 to fight HIV/AIDS, Tuberculosis (TB) and Malaria 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 from five countries. In 2020, UNOPS-PR was tasked with additional role to manage Global Fund’s Covid-19 Response Mechanism (known as C19RM) that supports Covid-19 control and containment activities and measures to mitigate the impact of Covid-19 on HIV/AIDS, TB and Malaria Programmes in Myanmar.

Background Information - Job-specific

UNOPS is the Principal Recipient managing the RAI3E grant (2021-2023) established by the Global Fund providing USD228million for malaria elimination activities in the Greater Mekong Subregion, plus USD171million for TB and HIV activities in Myanmar (2021-2023). UNOPS-PR also manages the C19RM component for Myanmar, a USD 118 million fund provided by the Global Fund from 2020 till 2023. Under the overall supervision of the Public Health Programme Specialist and direct supervision of the Programme Management Advisor, the Programme Management Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work.

Functional Responsibilities

Summary of Key Functions

1. Programmatic Support
2. Monitoring & Progress Controls
3. Admin & Logistics Support
4. Knowledge Building and Knowledge Sharing

A . Programmatic Support

• Assist in collecting and assembling data and reporting activities of the project;
• Support in the preparation of reports and contracts, checking accuracy and compliance with UNOPS formats and style;
• Prepare briefing materials as required or mission and/or discussions on project activities and status; Take notes and prepare minutes from meetings;
• Interact with colleagues, clients and partners to exchange important information on operational issues and promote cooperation to resolve routine operational issues and process problems and refer complex issues to supervisor.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;
• Assist in the Progress Update and Disbursement Request (PUDR) report preparation process.

B. Monitoring & Progress Controls

• Assist in monitoring expenditures, verify accuracy of requests, completeness of documentation and availability of funding-Inform supervisor of budget status, process for action, inform client and actively follow up to completion;

C. Admin & Logistics

• Provide administrative support and administer logistics of conferences, workshops, retreats and meeting led by the Programme Team;

• Arrange field visits and coordinate all related logistics and administrative matters as necessary including travel related claims in oneUNOPS system;

• Process travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all PSU personnel, PR stakeholders, ensuring compliance with UN rules and regulations;

• 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;

• Provide information on air services, rates and travel schedules for specific itineraries; Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts;

• Prepare documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting officials as necessary;
• Provide support with respect to protocol issues and requests for official documentation;
• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule;
• Provide accurate and timely information to the individual/unit upon request on administrative steps required and on processes and pending issues.

C. Knowledge Building and Knowledge Sharing

• Support the organization and delivery of training and learning initiatives for personnel on Administration-related topics;
• Provide sound contributions to knowledge networks by synthesizing of lessons learnt and dissemination of best practices;
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively. Assist in briefing project personnel on UNOPS Procedure.

Impact of Results

• 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.

Education/Experience/Language requirements

Education

• Secondary education or equivalent is required.
• University Degree in Business Administration, Public Administration,Economics/ Development Studies or equivalent disciplines is desirable but not required.

Experience

• Minimum of five years of relevant experience in a similar field of work or exposure to project management related to HIV, TB, Malaria or Covid-19 is required;
• Good computer skills including MS Word, MS Excel, Spreadsheets and Database Software would be an asset;
• 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.

Language Requirements

• Full working knowledge of Myanmar and English languages is required.

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

Contract level: LICA-5 Contract duration: Open-ended, 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

This position is open to UNOPS Internal Candidates Only. This position is open to Myanmar Nationals Only.

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
• 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.

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 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.