Under the direct supervision of the Senior Programme Manager, the Program Management Senior Assistant shall perform the following duties and responsibilities;
- Assist in drafting of projects reports and memos.
- Prepare project communication, documentation, reports and contracts, checking accuracy and compliance with UNOPS formats and style.
- Maintain hard and computerized (soft) records for the projects operational and financial transactions for ease of reference and retrieval.
- Responsible for document management, including file closures, archiving and monitoring due dates for projects progress, status reports and submission by UNOPS of substantive financing, budget utilization and budget utilization to clients.
- Assist in monitoring expenditures, verify accuracy of requests, completeness of documentation and availability of funding-Inform supervisor of budget status, process for action, inform client and actively follow up to completion.
- Prepare briefing materials as required or mission and/or discussions on project activities and status.
- Interact with colleagues, clients and partners to exchange vital information on operational issues and seek cooperation to resolve routine operational issues and process problems and refer complex issues to supervisor with recommendation for course of action.
- Assist in briefing project personnel on UNOPS procedure.
- Assist in the administration and monitoring of all aspects of the project implementation including finance, budget and administration.
- Arrange field visits and coordinate all related logistics and administrative matters as necessary (including preparation of travel documents).
- Issue statistical reports for M&E Purposes.
- Assist in day to day coordination of the project activities, i.e. assist in collecting and assembling data and reporting activities of the project.
- Initiate purchase orders (POs) in oneUNOPS for making payments to implementing partners.
- Assist in organizing the meetings, trainings, workshops and events including related logistics and administrative matters.
Monitoring and Progress Controls
- Regular updates to the supervisor.
- Regular reports prepared to the satisfaction of the direct supervisor.
- Maintenance of Up to date records, both in hard copy and in the computerized system.
- Attending all relevant technical meetings and maintaining excellent contacts with all stakeholders.
- Efficiency & effectiveness in responding to the day to day needs of the project.
- Continuous review of performance by the direct supervisor.
Final Product
- Up to date records of project activities well maintained.
- Accurate/good quality reports & statistics submitted when and as required.
- Supervisor & clients regularly briefed on project activities when and as necessary.
- Positive feedback from M&E Team on support provided by the contractor, particularly in timely submission of data required for M&E Purposes.
Education/Experience/Language requirements
Education
- Secondary education is required.
- Bachelor degree preferably in Business Administration/ Public Administration/ Economics/ Development Studies will be considered an asset and may substitute for some of the required years of experience.
Experience
- Secondary school education with minimum 5 years of experience in similar field of work or exposure to project management preferably with an International Organization is required.
- Good computer skills including MS Word, MS Excel, Spreadsheets, Database Software and Google Suite applications would be an asset.
- Previous successful involvement with and a good knowledge of NGOs & civil society is preferred.
Language
- Intermediate level in English and fluency in Burmese Language are required.
Functional Competencies
- Ability to work systematically, accurately and independently minimum supervision in a complex environment.
- Excellent analytical skills.
- Ability to draft clear and concise communications and to communicate effectively, both orally and in writing.
