Project Management Support Assistant

Contract

This is a LICA-4 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 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Afghanistan

Afghanistan With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

Under the overall guidance and supervision of the Head of Support Services, reporting to the Project Management Support Associate, the incumbent performs and may supervise UNOPS personnel, including third-party contractors, in delivering technical and administrative support services, covering specialised and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client-oriented and effective service delivery. The Project Management Support Assistant promotes a client, quality, and results-oriented approach, ensuring the utilisation of office resources in the most cost-effective manner.

Functional Responsibilities

1. Management Support
2. Inventory Management Services
3. Team Management
4. Knowledge Building and Knowledge Sharing

1. Management Support - Assist in providing support to the overall aspects of operations related to finance, reporting, procurement, contract management, and administration, among others in HAMC in compliance with established policies, procedures, Standard Operating Procedures (SOP) and the UNOPS Financial Regulations and Rules (FRR). - Provide support in the development of the unit's annual work plan and ensure the activities are monitored and implemented. Any deviation is escalated and addressed. - Assist in Providing efficient support in contract management, and all matters relating to successful supervision and management of contracts and purchase orders. - Support the Programme Support Associate in ensuring that all the local procurement is carried out as per the UNOPS Financial Regulations and Procurement Rules and handle the petty cash and proper closure as per the regulations. - Assist in proper receipt and inspection of goods procured, timely receipt in the ERP and process of payments ensuring completeness of supporting documents. - Assist in providing input for the narrative progress reports, highlight reports and any other required reports. - Assist in engaging in the stakeholder management and represent UNOPS for any meeting with the external and internal stakeholders and accordingly inform the AFCO office Kabul in the absence of the Programme Support Associate. - Manage the external contractors/supplier for ancillary services and other contracts and ensure that the deliverables are carried out as agreed. - Assist in developing effective relationships with clients, ensuring their satisfaction with service delivery.

2. Inventory Management Services - Assist in managing effective and efficient provision of inventory management services for HMAC and office tenants in compliance with UNOPS rules, regulations, policies, and strategies covering. - Assist in Implementing control measures for inventory management, ensuring timely preparation and submission of periodic inventory reports, investigating and reporting on any discrepancies. - Assist in receiving the goods and supplies from the suppliers and making the RIR. - Assist in preparing and raising requisitions for supplies and other services. - Assist in supervising proper issuance of inventory items and supplies and the disposal of damaged items in consultation with the project team and AFCO asset focal point.

3. Team Management - Assist in facilitating the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. - Provide oversight, ensuring compliance by team members with existing policies and best practices.

4. Knowledge Building and Knowledge Sharing - Ensure accuracy, consistency, filing, and record-keeping of all project documents in an efficient manner. - Organise, facilitate, and/or deliver training and learning initiatives for personnel on Administration related topics. - Provide sound contributions to knowledge networks and communities of practice by synthesising lessons learned and disseminating best practices in human resources. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilise them productively.

Education/Experience/Language requirements

Education - High School Diploma is the minimum academic requirement of this role. - Bachelor’s Degree in Public or Business Administration, Commerce, Finance, Management, Economics, Law, Accounting, or equivalent disciplines is desirable but not required;

Experience - Minimum of four years of relevant experience in project management support, project administration, general administrative operations or logistics in national or international public or corporate organisations. - Some experience in UN system organisations is desirable. - Knowledge of G Suit Package/Microsoft office and handling of web-based management systems is an asset. - Knowledge of UNOPS/UN rules and regulations preferred

Language Requirements - Excellent knowledge of both written and oral English 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: Local - Individual Contractor Agreement (L-ICA) Contract level: LICA 4 Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

[Please keep only the appropriate link below and delete the other one - thank you] 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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.