Programme Management Senior Associate (Admin and Grants) - Internal Candidates Only

Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest aid programmes in the country, namely the Access to Health Fund, the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). 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 provides procurement, infrastructure, fund and project management services to a wide range of organizations in the country. 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 Joint Peace Fund (JPF) is a multi-donor fund, established by international donors to support Myanmar on the path to sustainable peace. The purpose of the JPF is to support national efforts to achieve a final and lasting settlement of ethnic armed conflict in Myanmar. Activities are focused on making the peace process itself more effective, supporting a more inclusive process, and paving the way to long-term peace by supporting political solutions to resolve decades of conflict. This holistic focus – supporting a broad range of actors in the peace process from the negotiation of the top level leadership to community leaders working in villages in remote parts of the country - makes it a unique project in terms of global peace support. With ten donors – Australia, Canada, European Union, Finland, Germany, Italy, Norway, Switzerland, UK and the United States, it represents a strong commitment to a peaceful future for all the many peoples of Myanmar.

Under the structure of the Joint Peace Fund, the roles of Trustee, Contract Manager and Technical Secretariat have been separated. UNOPS acts as the Trustee and Contract Manager (TCM) and the Nordic International Support Foundation (NIS) is the grantee acting as Technical Secretariat (TS). Both organizations work closely together as a single team to ensure the efficient operation of the JPF with oversight from the Fund Board.

The Fund Board of the Joint Peace Fund agreed to extend the duration of the JPF and designated 2022 as a transition year, during which a revised strategy and an adapted structure will be produced to frame JPF’s operations in what is a dramatically changed operating environment in the country. The scope of the Fund has been reduced during the transition period and the size of the team must be adapted accordingly.

As the focus of the downsizing will be on the grant management team, some of the responsibilities and tasks performed by the positions to be closed at the end of March 2022 will need to be redistributed within the remaining team. At the same time the existing position of Admin Assistant within the JPF team is underutilised but still needed, so as part of the restructuring of JPF that will take place in 2022, that position of Admin Assistant is being transformed into a new tailored position of Programme Management Senior Associate, which will combine the responsibility for executing the usual administrative tasks for the team with the responsibility of managing a small grant portfolio under the guidance of more senior national staff.

Functional Responsibilities

The regular UNOPS Programme Management Office (PMO) functions are conducted in the case of JPF by a dedicated JPF team, of which the Programme Management Senior Associate is a full member. The JPF team however maintains close working contacts with the MMCO PMO. The JPF grant management team is in charge of managing the grants and contracts with implementing partners and suppliers.

The Programme Management Senior Associate will work under the day-to-day operational and technical supervision of the JPF Programme Management Office Specialist. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. He/She will collaborate closely and engage actively with other UNOPS team members and the team of the JPF Technical Secretariat (TS) for managing grants and assisting in programme activities.

As the junior team member of the JPF grant management team, the Programme Management Senior Associatewill also work under the coaching and guidance of the JPF PMO Senior Grant Management Officer.

Specific tasks will include:

A. Grant management A1. Grant management

• Support in preparation of grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;
• Support the JPF PMO Specialist in reviewing grant budgets submitted by IPs, verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required; provide critical feedback to the implementing partners and the Programme team (Technical Secretariat);
• Support the JPF PMO Specialist to ensure that reporting requirements are adhered to and liaise closely with the Programme, M&E teams, and the supervisor on any delays or difficulties;
• Review financial reports and inform the programme focal points or the supervisor on the findings;
• Work closely with the JPF Finance Officer on changes in the grants values, and update on payment schedules for cash flow planning;
• Close teamwork with the Programme, Communication and Grant Units within the JPF including seeking advice, taking it on board and involvement in grant management and working as ‘one team’ in the implementation of programs;
• Review payment requests and ensure payments are processed based upon the grant agreement and agreed payment schedules;
• Communicate with and provide guidance/advice to implementing partners on grant-related and financial matters, in collaboration with the Programme team;
• Resolve routine operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;
• Support the JPF PMO Specialist to ensure operational and financial closure of grants in line with requirements;
• Contribute to the coordination and follow up on the audits of Implementing Partners;
• Highlight risks and delays to the supervisor as appropriate.

A.2 Capacity assessment and Capacity building

• Assist in financial and operational capacity assessments of the IPs, and follow-up actions identified in the assessment reports;
• Under the guidance of the JPF Senior Grant management Officer, provide day-to-day help and guidance to the IPs and coordinate with Programme team to ensure IP understanding of, and compliance with relevant operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements;
• Actively compile lessons learned and best practices, and share knowledge and best practices within the Programme and with IPs, on financial and organizational management;
• Contribute to the overall knowledge sharing and collaboration within the JPF grant management team, PMO, and MMCO;
• Contribute to the implementation and success of the PMO Centre for Fund Management.

A.3 Documentation:

• Monitor information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants;
• Contribute to and update the JPF a database/archive of all grant related information and documentation of all the JPF implementing partners;
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status;
• Other duties as may be assigned by the supervisor.

B. Administration Under the direct supervision of the JPF PMO Specialist, the Programme Management Senior Associate shall:

B.1 Ensure effective and efficient functioning of the office/team, focusing on:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
• Maintenance of hard copy and electronic files, reference materials and confidential records as required;
• Collaboration in the preparation of the budget plan for the office;
• Petty cash management.

B.2 Ensure effective administrative and logistical support, focusing on: - Performance of a Buyer role in oneUNOPS (UNOPS ERP) and preparation of POs for travel activities, payments, contracts; - Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, including their preliminary evaluation; - Preparation of Purchase Orders; - Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents; - Administrative support to conferences, workshops, retreats; - Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services; - Arrangement of vehicle transportation, regular vehicle maintenance and insurance; - Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report; - Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution; - Maintenance of the filing system ensuring safekeeping of confidential materials; - Assistance in the preparation of the office budget, provision of information for audit.

B.3 Provide support to office maintenance and assets management, focusing on: - Maintenance of records on asset management, preparation of reports; - Maintenance of files and records relevant to office maintenance.

Deliverables

• Deliverables will be agreed with the supervisor, based on the annual work plan and the TOR.

  Monitoring and Progress Controls

The Programme Management Senior Associate will report to the JPF PMO Specialist, 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 behaviours at the expected level when interacting with IPs, stakeholders, and colleagues from the PMO, Fund, and MMCO.

Education/Experience/Language requirements

Education - A high School diploma is the minimum requirement for this role. - Bachelor's degree in Business Administration, Public Administration, Economics, Project Management, Social Sciences, Political Sciences, Development Studies or related field is an asset and may substitute for 4 years of experience; - Master's degree with an above mentioned field will be considered as an asset and may substitute for 6 years of experience.

Work Experience - A minimum 7 years of relevant experience in administration or contracts/grant management or project/programme support service (including procurement and asset management) is required; - Good knowledge of contractual and accounting principles and modalities is required; - Prior experience with UNOPS and understanding of UNOPS systems is an advantage; - Previous successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is an advantage; - Demonstrated experience in working in sensitive partnerships is an advantage; - Strong computer skills, including internet navigation and Google-based office applications is required; - Familiarity with multi-donor funds is an advantage.

Language

• Fluency in both written and spoken English is essential.
• Fluency in both written and spoken Myanmar is essential.
• Knowledge of one of the other languages spoken in Myanmar is an advantage.

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-7 (Individual Contractor Agreement)

Contract duration: Ongoing ICA – ‘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

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.