Project Management Support – Associate – Secretariat, LICA 6, Bangkok, Thailand

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

** Background Information – Job-specific

The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives.

​​​​​​ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas.

​​​​​​A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase.

The Secretariat will work in close cooperation with the SC, the Advisory Committee and the Fund Manager, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

** Functional Responsibilities

**

Reporting to the Senior Programme Manager, the incumbent performs technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Project Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Under the general guidance and supervision of the Senior Programme Manager, the Project Management Senior Associate’s responsibilities include the following:

1. Management Support:

• Coordinates individual work areas and guides personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.

• Monitors team performance against service agreements with clients, and client satisfaction

• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.

• Administers inventory control, supervising proper issuance of inventory items and supplies.

• Reviews travel authorizations, documentation, payments.

• Designated transactional role in OneUNOPS/Enterprise system.

• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.

2. Team Management:

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

3. Logistics, Asset Management Services:

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:

• Oversees implementation of logistics systems in accordance with UNOPS logistical procedures.

• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.

• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports.

• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.

• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.

• Compiles information on administrative services provided for cost-recovery bills.

• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

• Supervises external contractors for transportation services, including client service and processing of invoices.

4. Knowledge Building and Knowledge Sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

The effective and successful achievement of results by the Project Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

** Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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 is required.
• First University Degree or Technical Diploma in Business Administration, Public Administration, or relevant disciplines will be an asset and may substitute some of the required years of experience.
• Master’s degree in the above mentioned field/s is preferred.

Experience:

• Minimum of six (6) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (G-Suite) and experience in handling web-based management systems is preferred.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language:

• Full working knowledge of English is required. Working knowledge of another, official UN language is desirable.

** Contract type, level and duration

Contract type: ICA

Contract level: LICA-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-of…

** Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.
The position is based in a family duty station.