Job Description
Contribute to impactful project success by providing essential administrative and coordination support across planning, implementation, monitoring, and reporting, ensuring seamless project delivery.
Under the supervision and guidance of the Project Manager, the Project Management Support Senior Assistant supports the effective and timely implementation of the project activities in line with the approved work plans and organizational standards. The role contributes to project planning, coordination and monitoring, while providing administrative and operational support across procurement, financial tracking and day to day project management functions.
The incumbent facilitates communication and information flow among partners and stakeholders, supports the grants component, and assists in monitoring activities implemented by grantees. By helping ensure accuracy, compliance and efficiency in administrative and logistical processes, the position plays a key role in the smooth functioning of the project team and the delivery of project results, while offering valuable hands-on experience in project management within an international setting.
The Project Management Support Senior Assistant provides administrative support to ensure effective delivery of projects. The role supports project planning, monitoring, reporting, logistics, communications and documentation.
Project Support
- Provide administrative and coordination support for project planning, implementation, monitoring and reporting in compliance with UNOPS rules, regulations and Standard Operating Procedures (SOPs).
- Assist in tracking project progress, deliverables, contracts, travel, workshops, and grants, ensuring timely follow-up and accurate documentation.
- Support the preparation of reports, briefing materials, and internal meeting notes for management and stakeholders.
- Maintain tracking tools and ensure that project and operational data are up to date and properly archived.
- Participate in regular team meetings to report on progress, upcoming priorities, and coordination needs.
Travel, Logistics and Workshop Support
- Coordinate and organize logistics for meetings, workshops, conferences and steering committee events, including travel, accommodation, catering and security arrangements.
- Process travel authorizations, expense claims, and reimbursements for personnel and partners in line with UNOPS policies and procedures.
- Prepare and distribute workshop and mission materials, ensuring all logistical and administrative arrangements are completed in advance.
- Liaise with vendors, venues and participants to ensure smooth execution of events and timely resolution of logistical issues/committee events, including travel, accommodation, catering and security arrangements.
Procurement and Administrative Support
- Support procurement processes, including preparation of requisitions, purchase orders (POs) and payment requests in the Enterprise Resource Planning (ERP) system.
- Verify supporting documentation, invoices and contractual deliverables for accuracy and compliance with UNOPS Financial Rules and Regulations.
- Assist in the review of tenders, evaluation processes and contract administration, including amendments and extensions.
- Maintain accurate and organized documentation of all procurement, financial and administrative activities for audit and reference.
- Support operational and financial monitoring by updating procurement and payment tracking systems.
Administrative and Logistical Support to Senior Management
- Provide administrative and logistical support to senior management, including scheduling, mission planning and preparation of travel documentation.
- Support coordination of senior-level meetings, donor/partner engagements, and high-level visits, including minute-taking and follow-up on action items.
- Process operational advances, minor procurement requests, and other administrative transactions in line with established protocol.
Knowledge Building and Sharing
- Support the organization, facilitation and delivery of training and learning sessions on project management.
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
- Conduct research on project management-related topics and contribute to the drafting of reports, summaries and briefing notes.
