Overview
The Project Management Support - Officer provides project management and administrative support services, supporting processes across grants management, procurement, travel, and logistics to ensure efficient service delivery.
Tasks Summary
- Provide comprehensive support throughout the whole cycle of the implementation of project activities through grant support and/or procurement.
- Liaise and coordinate relationships with suppliers and grantees.
- Accept goods, services or works delivered by suppliers and grantees.
- Assume contract management duties including supplier performance evaluation.
- Identify, and anticipate in a timely manner, potential risks and issues and propose mitigating measures.
- Draft requirements definitions for procurement and grants processes.
- Raise requisitions and requests for non-purchase order payments.
- Comply with all UNOPS organizational policies and specifically the Procurement Manual and Grants policies and requirements.
- Support logistics per UNOPS/UN procedures.
- Manage protocol, including visas, personnel registration, and host government authorizations.
- Coordinate shipments, customs clearance, insurance, facilities, and office supplies.
- Track and plan CCAC meetings, workshops, and events with the Secretariat.
- Prepare, monitor, and communicate quarterly travel and meeting plans.
- Primary contact for event suppliers and participants.
- Compile data for financial/administrative budget planning.
- Initiate travel-related payments and reimbursements (TEC) in the UNOPS ERP system.
- Provide full travel assistance (bookings, transportation, hotel, visas) for UNOPS personnel and partners.
- Inform travelers of visa/inoculation requirements.
- Communicate closely with travelers regarding dates, tickets, and updates.
- Ensure timely preparation of Travel Authorizations (manual/TADA) and submission of TEC forms/payment requests.
- Ensure travelers obtain UN Department of Safety and Security clearance, assisting with requests if needed.
- Handle travel issues, cancellations, and refunds.
- Coordinate with approved UNOPS travel agents.
- Research destinations and request economical/direct routes from the Travel Agent.
- Support cost-effective, advance booking to avoid last-minute reservations.
- Monitor travel, mission, and event arrangement progress.
- Ensure all travel documents are filed correctly.
- Support the Project Manager with drafting regular project and/or financial reports.
- Maintain diaries and progress reports as required by the organization’s standard procedures.
- Collect feedback, ideas, and internal knowledge about processes and best practices.
- Develop and maintain a monitoring tool for easy tracking of travel and procurement requests.
- Assume the Health, safety, social and environmental management (HSSE) focal point role for the office, submission of regular reports (monthly, annual), regular office inspection, development of the HSSE plans, Business continuity plan, security focal point (liaison with the UN Department of Safety and Security, incidents reporting).
Experience Requirements
- Minimum of 2 years of relevant experience in project management, programme support, grant management, general administration, logistics, or operations’ support services or related fields.
- Experience working with international organizations or development agencies.
- Working experience with modalities, policies and processes practiced by international agencies in relation to Official Development Assistance (ODA), financing institutions, is desirable.
- Experience in use of Enterprise systems including OneUNOPS is desirable.
- Knowledge of short-lived climate pollutants and mitigation measures is an asset.
- Experience of UN procurement processes and procedures is desirable, prior UNOPS experience in a similar role would be considered an asset.
Qualification Requirements
• Bachelor's degree in a relevant field preferably Business Administration, Public Administration, Project Management, Economics or a related field with 2 years of relevant experience OR Advanced university degree (Master’s degree or equivalent) preferably in Business Administration, Public Administration, Project Management, Economics or a related field with 0 years of experience is required.
