Project Management Support Senior Associate

Background Information - Job-specific

South-East Asia and Pacific Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself. UNOPS EAPMCO has embarked on a health portfolio across different countries in South East Asia and the Pacific, aimed at improving access to public health. Primarily the Administration Associate will provide support Tuvalu Health System Strengthening (THSSP) covering; project management support, team management, logistics, Asset Management Services and Knowledge Building and Knowledge Sharing.

Under the overall guidance and supervision of the Project Manager and also reporting to the Project Manager, the incumbent performs in delivering 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 Management Support Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. She/he directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies. This consequently reinforces the visibility and image of 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.

1. Project Monitoring and Reporting

Support the Project Support Officer in maintaining the following: i) Electronic Blue File,
ii) Upload on oneUNOPS (ERP) engagement and project level files
iii)Maintain Monthly Team work plan, monthly portfolio reports and stage plans

Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents.

Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.

Enter data in oneUNOPS Project (UNOPS risk, lessons and issues management tool)

Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons and all other registers/logs delegated by the Project Manager

Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

Take minutes of regular team meeting and follow up on action points

Manage the compilation, consolidation and analysis of relevant data of the mission;

Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

Support Project Manager in deployment of the staff in the field and supervise work of grantee

Review progress of work plan given to Grantees.

2. Financial and procurement management

Maintain all supporting project financial documents for audit and review processes; Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system;

Monitor project budget and financial expenditure and all administrative procedures in line with the work- plan;

Process direct payments and advance requests and prepare project budget revisions;

Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements;

Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;

Alert the Project Manager or any financial shortfalls and over-expenditures; Propose budget revision and initiate corrective action when necessary;

Coordinate vendor communications, meetings, and reports as necessary;

Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.

3. Operational and Logistic Support

Review input of financial information, expenditures etc. in oneUNOPS;

Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management under the project activities;

Liaise with the Finance Unit to process and monitor all payment requests within the Project

Assist the Project Manager in monitoring all HR requirements and related activities under the Project;

4. Knowledge Management and Innovation

Support the compilation of lessons learned as per defined reporting format.

Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

Support and ensure that Local capacities are built at every level and opportunity for Project Support.

Maintain records of project files and activity reports in hard and soft copy.

Impact of Results

The effective and successful achievement of results by the Project Management Support - Senior 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 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 Certificate with 7 years’ experience in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations, commerce, economics and or other relevant disciplines,

Or,

Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations, Commerce, Economics and or other relevant subjects with two (2) years of relevant professional experience disciplines may be accepted.
Experience

Minimum of Seven (7) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations.

Some experience in UN system organizations is desirable.

Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

Experience in use of Enterprise systems including OneUNOPS is desirable.
Language Requirement

Full working knowledge of English is required.

Knowledge of a second UN or regional working language is an asset.

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

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 ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.