Project Management Support – Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian, and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations.

In Ukraine, UNOPS’ support to the partners in their reform agenda since 2017 spans the rule of law, social protection, demining, emergency response, and security. The projects are funded by the EU, the Governments of Japan, and Canada.

All projects have gender equality as a transversal theme and have been contextualized within the broader Sustainable Development Goals frameworks and objectives.

Following the increased militarisation around Ukraine’s borders and the recognition of the so-called Donetsk and Lugansk People’s Republics by the Russian Federation, the security situation in Ukraine deteriorated rapidly, with the launch of a military offensive by the Russian Federation on 24 February 2022. Armed violence escalated in at least eight oblasts (regions), including Kyivska oblast and the capital city of Kyiv, as well as in the eastern oblasts of Donetsk and Luhanska which were already affected by conflict. The towns of Mariupol, Kharkiv, and Irpin were strongly affected, so resident civilians fled their homes en masse.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilization of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

The UNOPS immediately launched its Emergency Procurement Procedure (EPP) to enable a faster response to requirements related to the crisis. The EPP provided flexibility in procurement procedures while still ensuring adherence to essential public procurement principles.

Functional Responsibilities

****This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.****

Under the supervision and guidance of the Project Manager, the Project Management Support Associate works closely with Project Managers to implement and deliver activities in line with approved action plans. She/he provides support to the effective and efficient implementation of the Programme through a range of actions contributing to the planning, management, and monitoring of project activities. The Project Management Associate provides services to donors, partners, suppliers, and beneficiaries, and is expected to contribute strongly to the projects’ performance and delivery goals.

In performing her/his work, the Project Management Support Associate promotes a client, quality, and results-oriented approach, and works closely with the Support Services and projects personnel to exchange information and ensure consistent service delivery.

The Project Management Support Associate will undertake the following activities/responsibilities:

1. Stakeholder Management:

1. Establish positive and fruitful working relationships with all members of the Programme Team, Beneficiaries, and Clients, as appropriate, providing support and guidance on specific and general administrative and project undertakings at the appropriate level.

2. Delivery and Performance:

1. Support the Project in administrative proceedings, contract management, monitoring, evaluation, and reporting of activities, preparation and follow-up of procurement plans, and budget/expenditures-related inputs.
2. Organize and provide logistical support for events, meetings, training, workshops, and study trips.
3. Carry out administrative duties by collecting data, sorting, filing, and sending out project files, record keeping and archiving of project-related activities, and distributing and circulating working documents to stakeholders in electronic and hardcopy versions.
4. Provide technical assistance to Project beneficiaries in order to ensure fulfillment of products’ quality criteria, enhance outcomes, and address sustainability.
5. In close collaboration with Project Managers, contribute to the coordination of the work of retainers and service providers needed for implementation of the activities
6. Provide support to the Programme communication and visibility activities

3. Operations and Procedures:

1. Follow the Project Management Manual Instructions and ensure awareness of and relevant respect of the organizational policy compliance (Organisational Directives and Administrative Instructions).
2. Contribute to the development of Programme reports and plans as envisaged by the Programme’s Description of Action, while in particular considering progress against the indicators in the Result’s framework matrix.
3. Contribute to the identification and assessment of risks and issues. Implement mitigation measures in accordance with the Risk Management Strategy. Contribute to the identification and sharing of the Programme’s lessons learned and best practices.
4. Contribute to efficient and effective use of Programme and UNOPS tools for monitoring project performance, outputs, and benefits.
5. Support operations tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity.
6. Organize and provide support for the procurement processes including preparation of RFQs, ITBs or RFPs documents for travel + related services + office equipment, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of POs.
7. Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

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.

Education/Experience/Language requirements

a. Education

• Secondary education is required.
• Bachelor’s degree preferably in economics, social sciences, development studies or a related field is desirable and may substitute for some of the required years of experience.
• A Master's Degree in economics, social sciences, development studies or a related field is considered an asset and/or industry certification and may substitute for some of the required years of experience.

b. Certification

• Projects in Controlled Environments (PRINCE2) Foundation Certification is desirable.

c. Work Experience

• Six (6) years of relevant experience in general administrative OR project implementation OR procurement, OR operations support services in national and/or international public or corporate organizations is required.

• Experience with the EU or the UN, or another international organization is desirable

• Proficiency in computers and office software packages and experience in handling web-based management systems is required.

d. Language Requirements

• Fluency in Ukrainian and English is required.

Contract type, level and duration

****This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.****

Contract type: ICA Contract level: Local ICA Support- LICA 6 (ICS6) Contract duration: Open-ended, subject to organizational requirements, availability of funds and/or to 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 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.