Programme Management Associate

Functional Responsibilities

PMO operations

• Supports the day-to-day operations of the PMO and effective management and implementation.
• Ensures UNOPS Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress.
• Supports the supervisor in operations advisory for programmes/funds.
• Supports the development of PMO Workplan and monthly project assurance-related tasks.
• Leads the implementation of procurement processes in line with the UNOPS Procurement Manual including raising requisitions, assist in the preparation of specifications and TOR, obtaining quotations, and evaluation; preparing purchase orders, contract management and payments for PMO needs
• Accountable for the timely processing and payment of all office administrative expenditures in the UNOPS ERP system, liaising with colleagues and external service providers when necessary under PMO and management budget
• Assisting in the preparation of the budget for the Programme Management Office
• Manages the reconciliation of the PMO Credit Card and contributes to the process improvement

Operational and Logistic Management

• Coordination of travel arrangements for Programme Management Office core team- prepare, process and follow-up on administrative arrangements and logistics matter
• Contributes to the liaison and coordination with relevant stakeholders for protocol and logistics matters related to the PMO events, duties, entitlements or any other ad hoc request.
• Organize quality-assurance workshops, meetings, events and training arrangements integrating environmental initiatives in line with “green” guidelines
• Manages the effective and efficient provision of logistics and asset management support services
• Support to PMO-managed retainers with respect to administration, logistics and financial payment facilitation
• Focal point for PMO-related administrative services on the provision of quality office supplies, equipment and general service support

Facilitation of knowledge building and management

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building
• Use of technology and electronic systems and tools to initiate work (ERP systems and spreadsheets), share information with colleagues, and clients
• Training of new support personnel on office methods, systems, and procedures
• Responsible for document management, including file closures and archiving in the unit/Funds

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Education/Experience/Language requirements

Education

• Secondary education is required. University degree preferably in Business Administration, Social Sciences, Development Studies or any related field is desirable.

Experience

• Minimum 6 years of responsible administrative or project/programme support experience, preferably with an international organization, is required.
• Proven experience and knowledge of project administration would be an asset.
• Prior related experience in the UN system is an asset.
• Previous successful involvement with and a good knowledge of NGOs & civil society would be an asset.
• Strong interpersonal skills in a multi-cultural environment, including communication skills and the ability to work independently, as well as in a team setting will be an asset.
• Computer literacy in Microsoft packages (MS Word, MS Excel, MS Access) is required. Experience with Google Suite is highly preferred.

Language

• Full knowledge of English and Myanmar language is essential.

Competencies