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

Austria Multi-Country Office (AUMCO) The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on: - Infrastructure - Procurement - Project Management (full service, back on track) - HR and Transactional Services - Grants Management - Technical and Advisory Services - Project Information

UNOPS in Georgia UNOPS Georgia was established in mid-2018 to support, develop and oversee UNOPS’ portfolio in the country. The office currently provides implementation services to several projects where UNOPS works closely with development partners and the Government of Georgia, focusing on the education, security, and healthcare sectors. This includes a flagship EU project to create and operationalize an Eastern Partnership School that caters to 6 countries in the sub-region.

UNOPS Georgia, which is overseen by AUMCO, is focused on providing efficient and cost-effective implementation services on behalf of all our partners to support the Government of Georgia achieve its national priorities and in alignment with the United Nations Sustainable Cooperation Development Framework.

The Eastern Partnership European School Programme Starting from 2018, UNOPS in Georgia implements the Eastern Partnership European School Project. This flagship project is part of a wider initiative by the European Union (EU) for the six Eastern Partnership (EaP) countries, and one of the "Eastern Partnership - 20 Deliverables for 2020", to address the needs of youth, focusing on secondary education.

Through the partnership established with the New School under the Phase 1, the project offers full scholarships to successful high school students from six EaP countries to study on International Baccalaureate (IB) diploma programme and increase their educational and employment opportunities, fostering cooperation, multi-cultural understanding and tolerance, as well as promoting a better understanding of the EU and its engagement in the region.

Under the Phase 2 of the Project UNOPS supports the Government of Georgia in the establishment of a new European standard campus, offering both a national diploma programme as well as an International Baccalaureate Diploma (IB). Moreover, support will be provided to the Government for curriculum development, establishment of a learning academy, and related teachers training. The Project will also provide an IB Diploma programme with a focus on European Studies to up to 90 students over four academic years through a competitive and merit-based Scholarship Programme.

A School Director and International Principal have been recruited with other key positions in the process of being recruited. The Project Management Support Associate position has been created primarily to support the School Leadership team to develop all aspects of the School’s management systems in the lead up to and beyond the School opening in September 2024. The Associate will be sited in the School’s office and an important team member as liaison between the UNOPS and School leadership.

Functional Responsibilities

The Project Management Support Associate (hereinafter “Project Associate”) works closely with and under the supervision and guidance of the Project Management Support Specialist to ensure support to efficient implementation of Projects through a range of actions contributing to planning, management and monitoring of Project activities.

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

The Project Associate will undertake the following activities/responsibilities:

Project Monitoring and Reporting - Support the Project Team in Project planning, implementation and day-to-day activities. - Provide support in maintenance of the Project filing system and different project registers. - Supports facilitation of regular project reporting in the system, including for quarterly Quality Assurance exercise. - Collect, sort, file and send out project files to the Project team and other relevant personnel. - Supports the Project in monitoring the provision of services by contractors and consultants, including technical outputs as well as progress and final reports submitted. - Support in donor reporting - prepare initial drafts, collect and sort data from internal and external sources, prepare statistical charts, tables and other; collect and file all the supporting documents. - Support planning and participate in the project steering committee and other meetings (as required) and prepare respective minutes/protocols of the meetings. - Support grant management activities and monitor their implementation, collect status reports from the Grantee(s), including financial reports. - Support administrative, procurement and financial processes, such as Calls for Proposals’ announcements, grant application and evaluation processes, communicating different administrative information to Project team, beneficiaries, and administrative monitoring of the grant contracts.

Project Implementation and Visibility - Provide support for the Project’s communication and visibility activities in full conformity with the donors’ regulations and guidances. - Provide event management support, including logistics, preparation of participants’ list, invitations, agenda, presentations, attendance sheets, and other. - Assist in follow up of engagement of project consultants and submission of related time sheets. - Manage and prepare all supporting documents related to payments. - Support procurement related activities. - Maintain Project inventory list, vehicle log-sheet, fuel consumption, and other. - Provides support in translation of documents. Interprets during meetings if/as required. - Support Project staff and consultants with the travel-related processes/procedures. - Perform other duties as required and in line with the incumbent’s scope of services above.

Education/Experience/Language requirements

Education - A High School Diploma is required. - A Bachelor’s Degree or Master's Degree (or equivalent) in Business Management/Administration, Social Sciences, Humanities or related field will be considered as advantage.

Work Experience - Minimum six years of experience in performing administrative, organisational and/or project support activities. - Experience in grant monitoring activities will be considered as an asset. - Experience with Education development projects will be considered as an asset. - Experience with international organisations is desirable. - Experience with UN and/or UNOPS administrative management systems will be considered as an asset.

Language Requirements - Fluency in written and spoken English is required. - Fluency in written and spoken Georgian is required.

Contract type, level and duration

Contract type: ICA Contract level: L-ICA-6 (ICS-6) 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

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.

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.