Project Management Support - Senior Assistant

Job Posting Organization:
The United Nations Office for Project Services (UNOPS) is a self-financing entity of the United Nations that provides project management, infrastructure, and procurement services to help governments and organizations deliver sustainable development solutions. Established in 1973, UNOPS operates in over 80 countries, employing more than 1,500 personnel. The organization is committed to supporting the implementation of the Sustainable Development Goals (SDGs) through effective project management and infrastructure development, focusing on building resilient infrastructure and enhancing public health.

Job Overview:
The Project Management Support - Senior Assistant plays a crucial role in ensuring the effective delivery of projects by providing essential administrative and coordination support. This position involves assisting in project planning, implementation, monitoring, and reporting, ensuring that all activities are conducted in compliance with UNOPS rules and regulations. The incumbent will be responsible for tracking project progress, managing documentation, and supporting the preparation of reports and briefing materials. The role also includes coordinating logistics for meetings and workshops, processing travel authorizations, and providing procurement and administrative support. The Senior Assistant will work closely with project teams to ensure seamless project delivery and compliance with organizational standards, contributing to impactful project success.

Duties and Responsibilities:

• Provide administrative and coordination support for project planning, implementation, monitoring, and reporting in compliance with UNOPS rules and regulations.
• 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.
• Coordinate and organize logistics for meetings, workshops, conferences, and steering committee events, including travel, accommodation, catering, and security" style="border-bottom: 1px dotted #007bff !important;">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. 1
• Support procurement processes, including preparation of requisitions, purchase orders, and payment requests in the ERP system. 1
• Verify supporting documentation, invoices, and contractual deliverables for accuracy and compliance with UNOPS Financial Rules and Regulations. 1
• Assist in the review of tenders, evaluation processes, and contract administration, including amendments and extensions. 1
• Maintain accurate and organized documentation of all procurement, financial, and administrative activities for audit and reference. 1
• Provide administrative and logistical support to senior management, including scheduling, mission planning, and preparation of travel documentation. 1
• Support coordination of senior-level meetings, donor/partner engagements, and high-level visits, including minute-taking and follow-up on action items. 1
• Support the organization, facilitation, and delivery of training and learning sessions on project management. 1
• Participate in knowledge-sharing initiatives and Communities of Practice, contributing insights and lessons learned. 1
• Conduct research on project management-related topics and contribute to the drafting of reports, summaries, and briefing notes.

Required Qualifications:

• Secondary school (or equivalent) with 5 years of relevant experience OR a Bachelor’s degree (or equivalent) in any discipline with 1 year of relevant experience is required.
• A globally recognized professional certificate or membership in Project Management is desired.
• Demonstrable proficiency in the use of collaboration and productivity tools (e.g., MS Office, G-Suite, etc.) and web-based management systems is required.
• Relevant experience in project management or related areas is essential.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.

Educational Background:
The position requires a minimum of a secondary school education or equivalent, along with relevant work experience. A Bachelor’s degree in any discipline is preferred, especially for candidates with less experience. Additionally, a globally recognized professional certification in project management is considered an asset, enhancing the candidate's qualifications for the role.

Experience:
Candidates should possess relevant experience in project management or related fields. For those with a secondary school education, a minimum of 5 years of relevant experience is required, while candidates with a Bachelor’s degree should have at least 1 year of relevant experience. Experience in using collaboration and productivity tools, as well as familiarity with web-based management systems, is essential. Desired experience includes working in multicultural environments or within UN system organizations, particularly in developing countries, and experience in development or humanitarian contexts is also beneficial.

Languages:
Fluency in Portuguese is required, as it is the primary language of communication in Brazil. Basic proficiency in Spanish is also required, as it may be necessary for communication with stakeholders in other Latin American countries. Additional language skills may be advantageous but are not mandatory for this position.

Additional Notes:
This position is classified as entry-level and is available for internal candidates only. The contract type is ICA - LICA - Support - Regular, with a contract level of LICA

• The position is ongoing, and the successful candidate will be expected to contribute to various projects across Brazil, particularly in Recife and Brasília. The application deadline is set for midnight Copenhagen time (CET) on the closing date of 16-Aug-202
• UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from underrepresented groups, including women and individuals from diverse backgrounds. The organization has a zero-tolerance policy for sexual exploitation and abuse, and background checks are conducted for all final candidates.