Project Management Support - Senior Associate (Administration)

Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - Job-specific

South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

UNOPS in the Philippines

Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU. In the health sector, UNOPS works with the Department of Health (DOH) and the ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors.

Background Information - Project

As the UN agency mandated to deliver procurement and project management solutions to government partners to support the 2030 Agenda, UNOPS is proposing to support The Department of Health (DoH) of the Philippines to deliver the Philippines Multisectoral Nutrition Project (PMNP).

UNOPS has been requested to act as a Third-Party procurement Agency (3PPA) to support the centralized purchasing service needs of the PMNP project, in the areas of nutritional commodities, health supplies and information management systems. Additional support can cover project management services and communication & visibility to support the overall project aims.

Functional Responsibilities

Under the direct supervision of the Project Management Support Officer, the Project Management Support - Senior Associate supports the project with the following responsibilities:

1. Project implementation

• Preparation and maintenance of project files, including internal and external project reports and documents.

• Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures

• Coordinate assigned delivery of work packages and take responsibility for progress.

• Supports the monitoring and management of work packages within the project as and when required
• Coordinate and liaise with the Project Manager on the project planning process and implementation progress. Document and feedback lessons learned and best practices

• Work with the Project Management Support Officer and the Project Manager to identify and manage risks. Facilitate information flows and overseeing change controls, risk registers and issue management.

• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.

  2. Project monitoring and reporting

• Provide substantive inputs to assist the Project Management Support Officer and the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures

• Maintain records of project files and other supporting documents.
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Management Support Officer and the Project Manager

• Support the Project Management Support Officer and the Project Manager in maintaining the following:

  i. Project Document records,

  ii. Procurement, HR and Finance files as required by UNOPS policies

• Coordinate the compilation, consolidation and analysis of relevant data of the project.

  3. Coordination and liaison

• Supports the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations;

• Proactively coordinate/liaise with support units on all administrative matters related to contract management;
• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

• Supports the Project Management Support Officer and the Project Manager in communication with stakeholders and ensures stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

  4. Financial and procurement management

• Support the Project Management Support Officer and the Project Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and (OneUNOPS Projects) as appropriate.

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Facilitate processing of direct payments and advance requests and prepare project budget revisions.
• Support the preparation of financial reports, including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the Project Management Support Officer and the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures. Alert the Project Manager of any financial shortfall and over-expenditures.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Coordinate supplier communications, meetings and reports as necessary.

• Maintain all supporting project financial documents for audit and review processes.

  5. Operational and logistical support

• Establish and monitor an internal control system for all administrative actions.

• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action.
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings.

• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.

  6. Knowledge management and innovation

• Actively seeks advice and coordinates partner engagement with the UNOPS.

• Support the compilation of lessons learned as per defined reporting format and the PMM.
• Actively contribute to building local capacities at every level and opportunity in Project
• Management Support.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Contribute to expertise in tools and techniques.

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

Education:

• High School Diploma/Secondary School Diploma is the minimum academic requirement for this role.
• A First-Level University Degree (Bachelor’s Degree) in Project Management, Business Administration, Finance, Psychology, International Relations, or other relevant disciplines with 3 years of relevant professional experience will be accepted.

Experience:

• Minimum seven (7) years of experience in general administrative, logistics, operations’ support services or communication in national or international public or corporate organizations is required with secondary/high school education or 3 years of relevant experience is required in combination with a Bachelor's degree.
• Some experience in UN system organizations is an asset.
• Proficiency in computers and office software packages (MS Office), G-Suite and experience in handling web-based management systems is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.
• PRINCE 2 Certification is desirable.

Language:

• Full working knowledge of the English language is required.

Contract type, level and duration

• Contract type: LICA
• Contract level: ICS-7/LICA-7
• Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
• Duty Station: Manila, Philippines

****The position is open for application only for Philippines nationals and those who hold valid permission to work in the country.****

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.