Project Management Support - Senior Assistant

NGO Jobs / UN Jobs Vacancy



Country: Sint Maarten (The Netherlands)
Organization: UNOPS
Closing date: 8 Oct 2020

Experience:

  • Minimum of five (5) years of progressive experience in the area of Administration. A shorter period of experience may be accepted based on education level.

  • Good knowledge of financial and administrative rules and regulations. Familiarity with UN rules and procedures is an asset.

  • Strong IT skills, and knowledge of oneUNOPS are assets.

  • Proficiency in GSuite is an asset.

Education:

  • Secondary School Diploma or equivalent is required.
  • Bachelor's Degree in Business Administration, Public Sector, Management or Related Field is desirable and may replace some years of experience.

Under the guidance and supervision of the Senior Project Manager based in Sint Maarten, and in close collaboration with the remainder of the project team, the Project Management Support - Senior Associate provides project and administrative support to the project, ensuring high quality, accuracy and consistency of work. The Project Management Support - Senior Associate promotes a client-oriented approach consistent with UNOPS rules and regulations. He/she is expected to meet and exceed the organization's performance and delivery goals.

The following are specific duties to be carried out:

Project Management Support

  • Assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures

  • Contribute to the day-to-day project correspondence, information sharing and filing, ensuring that appropriate follow-up actions are taken

  • Assist in tracking expenditure and inform the Project Manager to revise budgets when required (realignment and amendment)

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

  • Establish an effective network and exchange of information with internal partners

Administration Support

  • Provide administrative support for the management of travel, preparation of travel authorizations (Travel Authorization – TA), processing of Travel Expense Claims (TECs), management of airline tickets and hotel reservations, as required.

  • Provide reliable administrative and logistical support to plan and carry out meetings including the scheduling and administration of video conference calls (through Google and other means), preparation and circulation of meeting agendas, preparation of minutes and related record keeping.

Procurement Support

  • Prepare, process, source, and dispatch purchase orders for goods and services, including recording of contracts in oneUNOPS relating to Service Contracts, Travel request and non-Payroll related orders.

  • Enter the Receipt document in oneUNOPS, to confirm delivery/receipt of goods or services.

Records and Filling

  • Ensure proper maintenance and safe and secure storage of all office equipment and property

  • Establish and maintain accurate inventory lists and adequate property records

  • Receive, document and file of all incoming correspondence, invoices and notifications

  • Assume responsibility for the delivery of internal documents and external letters (copy of records and proof of delivery)

  • To access the full list of roles and responsibilities, please download the terms of references attached to the announcement.

How to apply:

Online Applications at

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=20431#5



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