Overview
The Programme Management Senior Associate will provide high-quality, client-focused, and results-oriented technical and administrative support, particularly in administration, logistics, and procurement, to ensure efficient service delivery and compliance with UNOPS rules and regulations.
Key Responsibilities
- Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services.
- Monitor team performance against service agreements and assess client satisfaction.
- Implement control mechanisms for administrative services, maintaining accurate records of commitments and expenditures.
- Serve as a designated transactional role in the ERP system.
- Compile data and research information to support the planning of financial resources and administrative budgets.
- Provide HR related administrative support such as, but not limited to, recruitment and onboarding processes for programme personnel and consultants, and assist with induction logistics.
- Maintain accurate records of attendance, leave, and contract status for programme staff and consultants.
- Oversee the implementation of logistics systems in line with UNOPS procedures.
- Coordinate services related to shipments, customs clearance, event management, insurance, and facility/space management.
- Coordinate supply and asset management services, including physical verification of inventory items.
- Ensure timely preparation and submission of periodic inventory reports.
- Serve as the travel focal point for the CRRM programme, overseeing end‑to‑end coordination of duty travel.
- Liaise with travel service providers and Finance to ensure accurate calculation of travel entitlements, timely ticketing and payments, and proper processing of Travel Expense Claims (TECs).
- Collaborate with CRRM programme personnel and managers in preparing procurement plans and awards.
- Provide proposals to requesting entities on modes for provision of goods, works and services including procurement deadlines for every stage.
- Review requisitions for completeness and prepare proper specifications for equipment, materials and statements of work (SoWs).
- Maintain and update procurement monitoring processes for the Programme/Projects and provide feedback on Purchase Orders (POs) to requesting offices.
- Conduct routine market research to determine supply sources using the UN Global Marketplace and other relevant external sources.
- Set up, enhance or maintain local supplier and contractor databases ensuring regular updates.
- Prepare and issue Expressions of Interest (EOIs), Requests for Quotation (RFQs), Invitations to Bid (ITBs), Requests for Proposal (RFPs) and other tender documents.
- Prepare shortlists of suitable contractors and suppliers for approval by designated officers.
- Work with programme and operations clients to review and evaluate bids and proposals and prepare analyses for contract award submissions.
- Ensure complete and accurate submissions to Contract and Property Committees (CPCs) including all supporting documentation.
- Follow up on signing of contracts by vendors, obligate funds in the ERP and obtain appropriate approvals.
- Maintain contracts, filing systems and databases of best suppliers, contractors and service providers.
- Liaise regularly with vendors and consignees until safe delivery of goods is achieved and resolve post-order problems.
- Generate procurement status reports and monthly procurement summaries as required.
- Ensure availability of all supporting documents for audit and review purposes.
- Compile information on administrative services provided for cost-recovery billing.
- Prepare oral or written responses to queries from projects, clients and companies regarding administrative and procurement matters.
- Organize, facilitate and deliver training and learning sessions covering administrative, logistics, transportation, asset management and procurement topics.
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
- Conduct research on administration and procurement topics and contribute to drafting of reports, summaries and briefing notes.
- Collect and productively utilize feedback and internal knowledge about processes and best practices.
Required Experience
- Relevant experience is in procurement, logistics, administration, operations, or related areas.
- Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems.
- Experience of working in multicultural environments or UN system organizations in a developing country is desired.
- Experience in development or humanitarian contexts is desired.
- Demonstrated experience in working in sensitive partnerships is an advantage.
- Familiarity with EU projects is an advantage.
Qualifications
- Required Secondary school (or equivalent) with 7 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.
- Desired A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.
