Project Management Specialist

Volunteering Admin

Overview

Provide project management and coordination support for the KOSTAT-UNFPA global work programme.

You have:

• Project management and coordination of large events- professional work experience at the national and/or international level
• A first-level university degree or equivalent in combination with relevant training and/or professional experience may be accepted instead of an advanced university degree.
• Excellent project management and coordination skills, including experience in project management of large-scale public events; ability to keep others on track, meet tight deadlines, and ultimately achieve results.
• Excellent teamwork skills, including the ability to motivate others.
• Accuracy and professionalism in drafting and document production.
• Excellent interpersonal and diplomatic skills, including the ability to work inclusively and collaboratively with a range of international partners from different cultural backgrounds and at different levels.
• Protocol and administrative knowledge and experience.
• Experience in budget management for projects (previous experience with the UN finance/administrative systems (Quantum, Power BI, etc.) is an advantage).
• Self-motivated, ability to solve problems, and ability to work with minimum supervision.
• Experience working in the UN or other international development organizations is an asset.
• Knowledge of and experience in population dynamics is an asset.
• Computer skills: Excellent knowledge of Word, Excel, PowerPoint, and social networks.

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Related to its work supporting countries in planning for and adapting to demographic change, UNFPA has a global work programme with Statistics Korea (KOSTAT), with a special focus on the issues of low fertility and ageing. This global work programme has some elements, including research; support for data collection, analysis and use in countries; producing technical publications; and organising a large annual Global Symposium on a topic related to low fertility and population ageing (held every year in Seoul in October - December over 2-3 days for approximately 70-100 international participants. The website of the 2024 Global Symposium can be found here for reference).
This UNV assignment will provide project management and coordination support for the KOSTAT-UNFPA global work programme, including leading the organization of the annual Global Symposium.

Under the overall guidance of the Advisor on Economics and Demography, and the direct supervision of the Technical Specialist on Demographic Resilience and Policy, the UN Volunteer will support the planning, implementation, monitoring and reporting of the global KOSTAT-UNFPA work programme, ensuring that the programme is executed efficiently, effectively, and in compliance with UNFPA's policies and procedures and the donor requirements. Specifically, he/she will perform the following tasks:

Event management and coordination

• Lead the coordination and implementation of events related to the KOSTAT-UNFPA Global Programme on Ageing and Low Fertility, notably the Global Symposium (held in Seoul), as well as any other in-person, hybrid, or online events, meetings, and webinars related to the Global Programme. This will include: o Coordinating the various elements and teams of each event, including the technical programme, communications, procurement, and travel teams, ensuring adherence to the timeline. [Note: other team members will be responsible for the development of the technical programme, communications strategy/materials, and website, and organizing travel]. o Holding regular planning meetings to advance the organization of each event and drafting action points.
o Managing and tracking the event budget, working within the constraints of the budget and ensuring that all expenditures are accounted for, and following up with implementing units and partners. o Coordinating pre- and post-event logistics, including booking meeting rooms, catering, etc. o If necessary for large events, managing the procurement process for an event management company, liaising with the UNFPA Supply Change Management Unit, and preparing all necessary paperwork. o Drafting all supporting documents, including agendas, speaker lists, logistics notes, invitation letters, run of show, and other similar documents, and coordinating the signing and sending of official invitations. o Liaising with event speakers and other participants. o Coordinating and managing all supporting materials, including participant presentations, videos, headshots, bios, etc.
o Initiating and managing online meeting and webinar platforms (e.g., Google Meets, Zoom, etc.). o During events, supporting notetaking and the production of a final report, where applicable. o Undertake any other related tasks and duties as required.

General programme management support to the KOSTAT-UNFPA Global Programme on Ageing and Low Fertility • Support the monitoring of the annual work plan. • Support the management of publications and other products.
• Support the monitoring of procurement, consultants, vendors, and LTAs and liaise with the above as appropriate to ensure effective project implementation. • Coordinate and support the drafting of annual donor reports. • Schedule and coordinate meetings and, when necessary, prepare agendas, information papers, briefing notes, and/or minutes of meetings. • Support the management of resources for programme implementation. • Monitor and track spending related to the KOSTAT-UNFPA Global Programme on Ageing and Low Fertility against approved budgets, ensuring financial accountability and adherence to UNFPA financial regulations and rules. • Report the programme milestones and achievements in UNFPA’s results monitoring system.

Support to other activities of the Population and Development Branch • Support the preparations for internal and external meetings of the Branch Chief and senior staff.
• Support the roll-out of key organizational priorities in the workflows of the Branch. • Manage and file administrative files/documents on Google iDocs, e.g., mission travel reports, briefings, notes to file, etc. • Prepare draft emails for senior colleagues to send as required. • Any other requests relating to supporting overall programme management in the Population and Development Branch.

In addition to the above, UN Volunteers are expected to:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading UNV materials, external publications, and actively participating in UNV activities, e.g., getting involved in the commemorative activities of International Volunteer Day (IVD) on 5 December.
• Familiarize oneself with and develop any form of traditional and/or local volunteering at the level of the host country. • Reflect the type and nature of voluntary actions they undertake, including their participation in substantive reflections. • Contribute to the writing of field experience articles to be submitted for the UNV publication/website, newsletter, and press notes, etc. • Contribute to the Programme to host newly arrived United Nations Volunteers in the country of assignment. • Promote or advise local groups in the use of online volunteers or encourage individuals and organizations to use online volunteer services where technically feasible.

• Demonstrates integrity through respect for the values and ethics of the United Nations. • Promotes the vision, mission and strategic goals of UNFPA and the United Nations. • Respects cultural, gender, religious, race, age, and nationality differences

Project management and coordination of large events- professional work experience at the national and/or international level A first-level university degree or equivalent in combination with relevant training and/or professional experience may be accepted instead of an advanced university degree.  Excellent project management and coordination skills, including experience in project management of large-scale public events; ability to keep others on track, meet tight deadlines, and ultimately achieve results.  Excellent teamwork skills, including the ability to motivate others.  Accuracy and professionalism in drafting and document production.
 Excellent interpersonal and diplomatic skills, including the ability to work inclusively and collaboratively with a range of international partners from different cultural backgrounds and at different levels.  Protocol and administrative knowledge and experience.  Experience in budget management for projects (previous experience with the UN finance/administrative systems (Quantum, Power BI, etc.) is an advantage). • Self-motivated, ability to solve problems, and ability to work with minimum supervision. • Experience working in the UN or other international development organizations is an asset. • Knowledge of and experience in population dynamics is an asset. • Computer skills: Excellent knowledge of Word, Excel, PowerPoint, and social networks

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighbouring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita, estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenyans live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO).

Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport, and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel, mainly attributed to the fact that it serves as the headquarters for both the UN-HABITAT and UNEP.

The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse, and prevailing security conditions at the place of assignment is modest. The topographic and climatic features of the assignment location is a highland cool and warm tropical climate.

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Potential interview questions

Added 10 months ago - Updated 9 months ago - Source: unv.org