The incumbent provides operational and coordination support to the Project Manager to ensure the efficient and compliant implementation of project activities. The role supports grants and procurement processes, event logistics and travel management, and monitoring and reporting functions, in accordance with UNOPS policies and procedures. The incumbent contributes to effective service delivery, risk mitigation, resource optimization, and quality reporting, while supporting compliance, health and safety, and stakeholder coordination to achieve project results.
Grants management and procurement services
Provide comprehensive support throughout the whole cycle of the implementation of the project activities through grant support and/or procurement.
Liaise and coordinate relationships with suppliers and grantees.
Accept goods, services or works delivered by suppliers and grantees.
Assume contract management duties including supplier performance evaluation.
Identify, and anticipate in a timely manner, potential risks and issues and propose mitigating measures for the consideration of the Project Manager.
Draft requirements definitions for procurement and grants processes. Raise requisitions and requests for non-purchase order payments.
Comply with all UNOPS organizational policies and specifically the Procurement Manual and Grants policies and requirements.
Event Management, Logistics, and Travel Services
Support logistics per UNOPS/UN procedures.
Manage protocol, including visas, personnel registration, and host government authorizations.
Coordinate shipments, customs clearance, insurance, facilities, and office supplies.
Track and plan CCAC meetings, workshops, and events with the Secretariat.
Prepare, monitor, and communicate quarterly travel and meeting plans.
Primary contact for event suppliers and participants.
Compile data for financial/administrative budget planning.
Initiate travel-related payments and reimbursements (TEC) in the UNOPS ERP system.
Provide full travel assistance (bookings, transportation, hotel, visas) for UNOPS personnel and partners, following UNOPS Travel Policy.
Inform travelers of visa/inoculation requirements.
Communicate closely with travelers regarding dates, tickets, and updates.
Ensure timely preparation of Travel Authorizations (manual/TADA) and submission of TEC forms/payment requests.
Ensure travelers obtain UN Department of Safety and Security clearance, assisting with requests if needed.
Handle travel issues, cancellations, and refunds.
Coordinate with approved UNOPS travel agents.
Research destinations and request economical/direct routes from the Travel Agent.
Support cost-effective, advance booking to avoid last-minute reservations.
Monitor travel, mission, and event arrangement progress.
Ensure all travel documents are filed correctly.
Monitoring and reporting
Support the Project Manager with drafting regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
Maintain diaries and progress reports as required by the organization’s standard procedures.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively to understand how CCAC and UNOPS can best streamline their services.
Develop and maintain a monitoring tool for easy tracking of travel and procurement requests.
Assume the Health, safety, social and environmental management (HSSE) focal point role for the office, submission of regular reports (monthly, annual), regular office inspection, development of the HSSE plans, Business continuity plan, security focal point (liaison with the UN Department of Safety and Security, incidents reporting).
