Project Management Support Officer (Coordinator)

Job Description

Dutystation: Dhaka, Bangladesh

Functional responsibilities

The Project Management Support Officer (Coordinator) will undertake the following specific activities/ responsibilities:

Stakeholder Engagement and Coordination Support

• Facilitate Stakeholder Communication: Proactively organize and support communication flows towards government counterparts, development partners, CSOs, and other relevant stakeholders, ensuring timely dissemination of information and feedback.

• Support High-Level Dialogues: In close coordination with the FMA, assist the PM in organizing, preparing for, and following up on high-level structured and policy dialogues and consultations with government ministries, CSOs, and other key partners, contributing to effective engagement pathways for CSOs in national policy discussions.

• Maintain Stakeholder Database: Establish and maintain an up-to-date and comprehensive database of all project stakeholders, including contact information and engagement history, ensuring relevant data is accurately provided into UNOPS systems as required.

• Foster Partnerships: Support the PM in facilitating consultations and partnerships with diverse stakeholders, including the government, development partners, CSOs and FMA to collaborate ensuring cohesion across the CEF programme.

Meetings, Events and Workshop Management

• Help Organize and Coordinate Events: In close collaboration with the FMA, take responsibility for the logistical and administrative organization of all project-related meetings, workshops, trainings, dialogues, and subsequent events. This includes scheduling, venue booking, technical arrangements, and managing participant invitations along with registrations.

• Preparation of Meeting Materials: Prepare and circulate meeting agendas, relevant background documentation, briefing notes, and presentations for all project related events and for PM’s engagements.

• Document Proceedings: Accurately record and prepare detailed meeting minutes, capturing key decisions, action points, and responsibilities. Focus on the timely distribution to all participants and relevant stakeholders, and maintain official records in UNOPS systems where applicable.

• Track Action Items: Assist in the monitoring and tracking of the completion of agreed-upon action points from meetings, dialogues and workshops, providing regular updates to the PM, development partners in coordination with the FMA.

Documentation and Information Management

• Support in the Drafting and Editing of Documents: Assist the PM in drafting, editing, and formatting a wide range of project documents, including policy briefs, concept notes, position papers, communication materials, and project reports, ensuring adherence to quality standards.

• Consolidate Inputs: Collect, synthesize, and incorporate inputs and feedback from various stakeholders into project documentation, ensuring all relevant perspectives are accurately reflected.

• Maintain project Archives: Establish and maintain a systematic and comprehensive electronic and physical archive for all project documents, correspondence, legal instruments, and reports related to CEF activities, ensuring proper archiving and referencing within UNOPS systems.

• Knowledge Sharing: Contribute to knowledge swap efforts by organizing and sharing relevant information and lessons learned with the EU and project stakeholders.

Administrative, Operational and Technical Support

• Scheduling and Calendar Management: Help manage the project schedule, coordinate for appointments, and arrange travel and logistics as required.

• Work Plan and Budget Inputs: Provide inputs to the project’s work, financial, and procurement plans, Monitoring and Evaluation, specifically in areas related to stakeholder engagement, capacity development, and operational support.

• Operational Support: Assist day-to-day operations, ensuring smooth workflow and coordination amongst the development partners, FMA, relevant stakeholders and CSOs in close coordination with the EU.

• Compliance Support: In close coordination with the EU, assist in ensuring activities comply with all national laws, EU regulations, UNOPS administrative procedures, and funding agreements, identifying any potential bottlenecks or challenges.

Project Monitoring and Reporting

• Data Collection and Compilation: Support the FMA in data collection, compilation, and organizing data necessary for monitoring and supervision, performance assessment, and preparation of progress reports in close coordination with the EU.

• Efficient use of Monitoring Tools: Contribute to the efficient and effective use of UNOPS tools for monitoring the project’s performance, outputs, and benefits, ensuring accurate and timely input of data into relevant UNOPS monitoring and reporting systems.

• Report Contribution: Assist the FMA on drafting and finalizing reports, ensuring accuracy, coherence, and alignment with internal and the EU’s reporting requirements.

• Milestone Tracking: In collaboration with the FMA, help provide timely information to the EU and the development partners on key project milestones and deliverables, especially those related to the development of Civil Society Engagement framework, engagement with the government, and capacity development of the CSOs.

• Risks and Lessons: Contribute to the identification, assessment, mitigation measures and registration of project risks, issues and assist the FMA in documentation and knowledge sharing of lessons and best practices.

Support to Grants Management and Capacity Development

• Support on Grant Administration: Contribute to the administrative aspects of the grant selection, appraisal, and contracting processes, ensuring adherence to established guidelines and documentation developed by the FMA.

• Grantee Reporting Support: Support the FMA on compilation and review of financial and progress reports from grantees, ensuring transparency and accountability in fund utilization.

• Logistical Support for Capacity Development: Provide assistance to the FMA on logistical and administrative support for initiatives related to CSO capacity development; assist in training, workshops, and facilitating peer-to-peer learning events.

• Awareness Raising Support: Assist the FMA in awareness-raising activities and to further enhance the capacities of CSOs while engaging effectively in national governance.

Cross-Cutting and Other Duties

• Communication and Visibility Support: Provide active support to the project’s communication and visibility activities in line with the EU branding and visibility guidelines.

• Other Duties: Perform any other duties as reasonably required in close coordination with the EU consistent with the scope of services outlined above.

Education/Experience/Language requirements

a. Education

• High school Diploma Certificate with six (6) years’ experience in Business Administration, Project Management, International Relations, Law, or any other social fields or other relevant disciplines.

• Bachelor’s Degree in Business Administration, Project Management, International Relations, Law, or any other social fields or other relevant disciplines with two (02) years of relevant professional experience may be accepted.

• A Master’s Degree with relevant disciplines will be an asset but it is not required and may substitute for experience.

Certification:

• PRINCE2® Foundation is an asset

b. Work Experience:

• A minimum of six (6) years of relevant work experience in grants and fund management, as well as project/program management (including monitoring, documentation, reporting, and coordination) in a national or international organization is required with secondary education. For candidates holding a bachelor’s degree, a minimum of two (2) years of relevant experience in the above areas is required.
• Two years experience and demonstrated knowledge of UN rules and procedures in Grants and Fund Management, Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience/ knowledge of web-based applications and Google Suite products, especially Documents, Sheets, Forms, and Slides is an asset.
• Ability to meet tight deadlines and work independently without supervision.
• Experience of working with EU grants, contracts and reporting is required.
• Experience working with Civil Society implementing partners and the NGO sector is an asset.

• Fluency in English and Bangla is required.
• Working knowledge of another UN Language is an advantage.

About the Organization

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 and embrace diversity and are committed to equal employment opportunities. Our workforce 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 from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.