Overview
The Programme Management Support Associate provides administrative, operational, logistical, planning, and implementation support to the ATscale Secretariat Operations Team, focusing on travel, procurement, event management, knowledge management, and contact management systems.
Tasks Summary
- Liaise with stakeholders to plan and prepare quarterly travel plans.
- Prepare and monitor travel budgets and actuals.
- Prepare regular analytics and statistics for travel trends and improvements.
- Update and enhance travel administration SOPs.
- Provide guidance on travel-related matters.
- Develop and maintain a travel tracking system.
- Process travel authorizations and manage flight arrangements and payments.
- Support event and meeting planning and execution.
- Oversee event budgets and financial aspects.
- Negotiate with vendors for events.
- Provide logistical details and participant lists for events.
- Coordinate event-related solicitation processes and contracts.
- Provide administrative support for workshops, training, meetings, and missions.
- Act as a focal point for procurement processes for goods and services.
- Support procurement planning and market research.
- Support the preparation and evaluation of bids and proposals.
- Ensure supplier registration and communication.
- Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP.
- Maintain and improve filing systems.
- Administer the ATscale contact management system (CRM).
- Support training and learning initiatives for new personnel on administrative procedures.
- Conduct data analysis using the CRM.
- Support onboarding and induction processes.
- Support the development and implementation of knowledge management strategies.
- Foster a collaborative team environment.
- Provide coordination support for learning activities and capacity building.
- Contribute to the development of SOPs and best practices.
Experience Requirements
- A minimum of 6 years (with a high school certificate) or 2 years (with a Bachelor’s degree) progressively responsible experience in programme support, administrative, operations, travel management, asset management, procurement, or related field is required.
- Experience in procurement processes, including support in developing specifications, evaluating bids, and managing contracts, is required.
- Experience in providing support on complex travel arrangements and events is required.
- Experience in supporting budgeting and planning is required.
- Demonstrated skills and experience with CRMs is required.
- Experience in UN system organizations is desirable.
- Ability to work collaboratively and across teams is a strong asset.
Qualification Requirements
• Required: Secondary school (or equivalent) with 6 years of relevant experience OR Bachelor’s degree (or equivalent) in Business Administration, Public Administration, Project Management or equivalent discipline with 2 years of relevant experience.
