Overview
The consultant will provide administrative and coordination assistance to support recruitment, contracting, onboarding, payments, and internal coordination processes.
Key Responsibilities
- Support the preparation, review, and submission of consultancy contract packages.
- Monitor contract timelines and proactively notify relevant managers of upcoming expirations.
- Advise managers on contract expiry dates, contract terms, risks and processes.
- Maintain updated contract and personnel trackers.
- Support revise ToRs and other documents needed for new contracts and renewals.
- Contribute to the development and implementation of internal guidance documents and standard operating procedures.
- Support candidate outreach and initial screening logistics.
- Coordinate interview scheduling and related communications.
- Create, maintain, and improve an Internal Coordination Dashboard for Contracting and Onboarding processes.
- Provide support for onboarding and offboarding processes, and improve the current onboarding package.
- Assist in the organization and documentation of performance evaluation processes.
- Support the monthly submission and tracking of UNEP deliverables for payment.
- Assist with collection and submission of UNOPS Contracts of Performance (COPs).
- Maintain oversight of deliverable/COP trackers.
- Liaise with consultants and the IMEO Contracting Coordinator to resolve payment-related issues.
- Provide administrative support for IMEO retreats, including venue procurement, travel coordination, and documentation.
- Draft, review, and edit documents, reports, and internal communications.
- Identify opportunities for process efficiency and propose improvements.
- Attend and actively contribute to IMEO Office Hours.
- Coordinate and moderate weekly team meetings and monthly IMEO Open discussions.
- Support planning, coordination, and execution of IMEO internal retreats, workshops, and meetings.
- Coordinate travel plans and logistical arrangements for consultants and staff.
- Keep the internal guidance documents updated and provide training and assistance to team focal points.
- Provide on-the-ground administrative support during IMEO events.
- Organizing informal coffee chats and mentorship meetings.
- Assisting in the development and implementation of initiatives to foster a positive workplace environment, collaboration, and strong teamwork.
Required Experience
- Minimum 02 years of experience in contracting and project management
- Knowledge and experience in personnel recruitment and administrative support
- Experience working in the United Nations or a national or international organization will be considered a plus.
Qualifications
Masters or Equivalent ideally in human resources, project management, contracting OR First Level Bachelor’s degree in a related field in combination with 3 years of qualifying experience
