Administrative Assistant (Programme Management Support Assistant)

Together, we build the future UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options.

Functional Responsibilities

The incumbent will be responsible for the following functions:

• Compile and document project information, including proposals, legal agreements, progress reports, presentations, and meeting records.
• Maintain and update project files and records in corporate drive, ensuring their accuracy and completeness.
• Provide logistical support in setting up meetings, workshops, and events, including, scheduling, travel arrangements, and preparation of meeting agendas and minutes.
• Track projects’ milestones, deadlines, and deliverables, providing regular status updates to the Programme Management Office.
• Assist the Programme Management Office in quarterly assurance processes.
• Support in monitoring projects budgets, ensuring alignment with financial plan and reporting requirements
• Assist the Programme Management Office in maintaining and updating registers of issues, risks and lessons in one UNOPS projects.
• Assist in the development of proposals and communication with potential donors and partners.
• Provide general communication support for the project, including internal communications and outreach materials.
• Support in the preparation of briefing materials and ensure all the relevant documentation and information is available for external meetings and engagements.
• Assist the Programme Management Office in tracking the reporting obligations of all projects within ESAMCO.
• Assist the Programme Management Office in gathering data on Key Performance Indicators (KPIs) in an effort to ensure compliance with UNOPS policies and procedures.

Impact of Results

The Programme Management Support Assistant directly impacts on enhancing the Operational Excellence and Partner Satisfaction with ESAMCO operations by assisting the PMO to implement effective project management methods and strategies, reduce risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project Services.

Education/Experience/Language requirements

Education:

• A High School Diploma is required.
• Bachelor's degree, preferably in the areas of business administration, public administration, development studies, project management, international relations, economics, statistics, social science or other related field is desirable.

Experience:

• At least 1 year experience in programme or project management environment is required.
• Experience in the use of computers and office software packages, preferably google is required.
• Strong organizational and time management skills are desirable.
• Data analysis experience is an advantage.
• Experience with UNOPS systems and procedures is an advantage.
• Previous working experience in the PMO environment is an advantage.

Language:

• Fluency in writing, reading, and speaking English is required.

Contract type, level and duration

• Contract Type - Local Individual Contractor Agreement
• Contract Level - LICA 4
• Contract Duration - Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.