Project Management Support - Senior Assistant

Job Posting Organization:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, established to support the successful implementation of its partners' peacebuilding, humanitarian, and development projects globally. UNOPS aims to enhance the efficiency, effectiveness, and sustainability of these projects by providing a range of services including project management, procurement, and infrastructure services. The organization operates in over 130 countries, collaborating with various global partners such as governments, international financial institutions, and UN agencies to deliver impactful services that align with the Sustainable Development Goals (SDGs). UNOPS has a significant presence in regions facing complex challenges, leveraging its expertise to foster sustainable development and peacebuilding initiatives.

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, monitoring, reporting, logistics, communications, and documentation. The Senior Assistant will be responsible for backstopping the day-to-day implementation of various projects aimed at preventing drug use and promoting health and social well-being among vulnerable populations, particularly youth. The role requires a proactive approach to tracking project progress, managing deliverables, and ensuring compliance with UNODC rules and regulations. The Senior Assistant will also participate in team meetings to discuss project priorities and coordination needs, contributing to the overall success of the projects.

Duties and Responsibilities:

• Project Support: Provide administrative and coordination support for project planning, implementation, monitoring, and reporting in compliance with UNODC 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.
• Travel, Logistics and Workshop Support: 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 UNODC 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.
• 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 UNODC 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 protocols.
• 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.

Required Qualifications:
The position requires a secondary school diploma (High School or equivalent) with a minimum of 5 years of relevant experience, or a bachelor's degree (or equivalent) in any discipline with at least 1 year of relevant experience. Candidates should demonstrate proficiency in project management or similar fields, with a strong command of collaboration and productivity tools such as MS Office and G-Suite. Experience working in a UN System organization is desirable but not mandatory. The role demands excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Educational Background:
Candidates must possess at least a secondary school diploma (High School or equivalent) as a minimum requirement. A bachelor's degree (or equivalent) in any discipline is preferred and considered an asset. The educational background should ideally be complemented by relevant experience in project management or administrative support roles, showcasing the candidate's capability to handle the responsibilities outlined in the job description.

Experience:
The position requires a minimum of 5 years of relevant experience if the candidate holds a secondary school diploma, or at least 1 year of relevant experience if the candidate possesses a bachelor's degree. Relevant experience should be in project management or similar fields, demonstrating the candidate's ability to support project implementation and administrative functions effectively. Proficiency in using collaboration and productivity tools is essential, and some experience within a UN System organization is considered advantageous.

Languages:
Fluency in English is a mandatory requirement for this position, as it is the primary language of communication within the UNOPS framework. Proficiency in Serbian is desirable, as it may enhance communication and collaboration within the local context and with regional stakeholders. Candidates who possess additional language skills may have an advantage in the selection process, particularly if those languages are relevant to the projects being supported.

Additional Notes:
The position is classified as entry-level with an ICS Level of 05 and falls under the ICA - LICA - Support - Regular contract type. The initial contract period is until December 31, 2026, with the possibility of extension based on project needs and funding availability. The role is based in Belgrade, Serbia, and candidates should be prepared to engage in a dynamic work environment that may require flexibility and adaptability to changing project demands. UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from qualified individuals regardless of their background.