Project Management Support - Senior Assistant

Mid Senior Admin Leadership

Overview

Provide project management support and assist with logistics and administration.

You have:

• Secondary education or bachelor's degree is required.
• With secondary education, a minimum of five years of experience in performing administrative, organizational and/or project support activities OR one year of experience with bachelor’s degree.
• Experience in project management activities will be considered as an asset.
• Experience with international or regional organizations is desirable but not mandatory.
• Fluency in written and spoken English is required.
• Fluency in written and spoken Thai will be considered as an asset.

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

Austria Multi-Country Office (AUMCO) The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & 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 - Grant Management - Technical and Advisory Services

Water, Environment and Climate (WEC) The Water, Environment and Climate (WEC) Portfolio under the UNOPS Austria Multi-Country Office has built strong partnerships and has effectively been managing a portfolio of 490 million USD over the last 15 years to support key initiatives with fund management, project implementation and administrative support. WEC effectively operationalizes partners' agendas with global approaches, as well as regional and country specific activities focused on climate action, protection and conservation of the environment. Partners profit from WEC’s ability to operationalize and/or scale up their important substantive agendas, including in support of key multilateral environmental and climate agreements, such as the Paris Agreement, the Cartagena Convention as well as the Sustainable Development Goals.

Functional Responsibilities

The Project Management Support Senior Assistant works closely with and under the supervision and guidance of the PMS Officer and the Senior Project Manager to ensure support to efficient implementation of the Project through a range of actions contributing to planning, office and logistic management and monitoring of Project activities.

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

The Project management Support Senior Assistant will undertake the following activities/responsibilities:

• Provide support in project planning, implementation and day-to-day activities.
• Provide support in local project office management, logistics and administrative matters.
• Provide support in maintenance and sharing of the Project filing system and different project registers.
• Support administrative processes, such as procurement processes, grant application and evaluation processes, communicating different administrative information to Project team, beneficiaries, suppliers and administrative monitoring of contracts.
• Provide support for the Project’s communication and visibility activities in full conformity with the donors’ regulations and guidance.
• Provide event management support, including logistics, preparation of participants’ list, invitations, agenda, presentations, attendance sheets, travel arrangements and other.
• 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.
• Plan the project meetings (as required) and prepare respective minutes/protocols of the meetings.
• Assist in follow up of engagement of project consultants and submission of related time sheets and monitoring files
• Manage and prepare all supporting documents related to different payments and their monitoring.
• Support procurement and finance related activities, where required.
• Maintain Project inventory list, vehicle log-sheet, fuel consumption, and other.
• Translation and and preparation of simple correspondences and communications, when needed.
• Perform other duties as required and in line with the incumbent’s scope of services above.

Education/Experience/Language requirements

Education - Secondary education or bachelor’s degree is required; - Degree in Business Management/Administration, Humanities or related field will be considered as advantage.

Work Experience

• With secondary education, a minimum of five years of experience in performing administrative, organizational and/or project support activities OR one year of experience with bachelor’s degree;
• Experience in project management activities will be considered as an asset;
• Experience with international or regional organizations is desirable but not mandatory
• Experience with UN and/or UNOPS administrative management systems will be considered as an asset.

Language - Fluency in written and spoken English is required; - Fluency in written and spoken Thai will be considered as an asset.

Contract type, level and duration

Contract type: ICA Contract level: LICA-5 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.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.unops.org