Background

The United Nations Office for Project Services is an operational arm of the United Nations, dedicated to implementing projects for the United Nations System, international financial institutions, governments and other partners in the aid world.

Role Context

The Programme Management Support Associate contributes to the efficient and effective delivery of services, ensuring alignment with UNOPS policies and procedures and ATscale's strategic objectives.

Functions / Key Results Expected

Travel Support Services

• Liaise with key internal stakeholders to plan and prepare quarterly travel plans
• Prepare and monitor travel budget and ensuring planning and actuals
• Prepare regular analytics and statistics in order to find trends and areas of improvements
• Regularly update and enhance travel administration SOPs
• Provide guidance on travel-related matters, including visa requirements, security clearances, cost-savings options and travel insurance.
• Develop and regularly maintain and update a comprehensive travel tracking system, analyzing travel patterns and costs to identify opportunities for efficiency improvements.
• Coordinate with travel agencies to provide the best available options in terms of favorable rates, connections and time of travel
• Process travel authorizations for external travelers and manage flight arrangements, and travel-related payments in accordance with UNOPS policies and the internal SOP.

Event and Meeting Management

• Provide support to colleagues in planning and executing external and internal events, including international conferences, workshops, and meetings, ensuring seamless logistical arrangements.
• Support the Programme Support Specialist in preparing and overseeing event budgets and financial aspects of event planning and execution.
• Identify and negotiate with vendors, including venues, caterers, and audio-visual providers, to secure cost-effective and high-quality services.
• Provide logistical details, and participant lists, ensuring effective communication and coordination among all stakeholders.
• Coordinate event-related solicitation processes and contracts, ensuring compliance with UNOPS procurement guidelines
• Provide administrative support on workshops, training, meetings and missions, ensuring timely logistical, financial and travel arrangements.

Procurement Support

• Act as the focal point to all procurement processes for goods and services, ensuring compliance with UNOPS procurement rules and regulations, in coordination with the Geneva Procurement team.
• Support the procurement planning with colleagues to optimize value for money and ensure timely delivery of goods and services.
• Support the UNOPS Geneva (GVA) procurement team and colleagues in market research to identify potential suppliers and assess their capabilities.
• In coordination with the GVA procurement unit, support the preparation of Requests for Quotations (RFQs) Invitations to Bid (ITBs), and Requests for Proposals (RFPs), when applicable.
• In coordination with the GVA Procurement unit, support the evaluation of bids and proposals, ensuring technical compliance and value for money.
• Ensure supplier registration, communication with suppliers as needed, support the team in monitoring performance and resolving issues as they arise.
• Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP

CRM System Administration.

• Maintain and improve filing systems, ensuring information is up to date and easily accessible.
• Administration of the ATscale contact management system (CRM), ensuring data integrity and user adoption.
• Support the organization, facilitation and delivery of training and learning initiatives for new personnel on internal travel, administrative, and CRM procedures.
• Conduct data analysis using the CRM to identify trends and insights to inform decision-making.
• Support onboarding and induction processes for project personnel and consultants.

Knowledge Management and Team Capacity Building

• Support the Programme Support Specialist in the development and implementation of knowledge management strategies and plans to capture, store, and share information effectively across the ATscale Secretariat
• Foster a collaborative and high-performing team environment.
• Provide coordination support in the delivery of learning activities and capacity building initiatives for ATScale in coordination with relevant GVA /UNOPS teams
• Contribute to the development of standard operating procedures (SOPs) and best practices for administrative and operational functions.

Skills

• Administrative Assistance
• Cost Planning
• Event Planning
• Procurement
• Project Management
• Travel Management

Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education 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 is required

Experience Requirements

• Required:
• A minimum of 6 years( with a high school certificate) or 2 years ( with a Bachelors 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

• Liaise with key internal stakeholders to plan and prepare quarterly travel plans
• Prepare and monitor travel budget and ensuring planning and actuals
• Prepare regular analytics and statistics in order to find trends and areas of improvements
• Regularly update and enhance travel administration SOPs
• Provide guidance on travel-related matters, including visa requirements, security clearances, cost-savings options and travel insurance.
• Develop and regularly maintain and update a comprehensive travel tracking system, analyzing travel patterns and costs to identify opportunities for efficiency improvements.
• Coordinate with travel agencies to provide the best available options in terms of favorable rates, connections and time of travel
• Process travel authorizations for external travelers and manage flight arrangements, and travel-related payments in accordance with UNOPS policies and the internal SOP.
• Provide support to colleagues in planning and executing external and internal events, including international conferences, workshops, and meetings, ensuring seamless logistical arrangements.
• Support the Programme Support Specialist in preparing and overseeing event budgets and financial aspects of event planning and execution.
• Identify and negotiate with vendors, including venues, caterers, and audio-visual providers, to secure cost-effective and high-quality services.
• Provide logistical details, and participant lists, ensuring effective communication and coordination among all stakeholders.
• Coordinate event-related solicitation processes and contracts, ensuring compliance with UNOPS procurement guidelines
• Provide administrative support on workshops, training, meetings and missions, ensuring timely logistical, financial and travel arrangements.
• Act as the focal point to all procurement processes for goods and services, ensuring compliance with UNOPS procurement rules and regulations, in coordination with the Geneva Procurement team.
• Support the procurement planning with colleagues to optimize value for money and ensure timely delivery of goods and services.
• Support the UNOPS Geneva (GVA) procurement team and colleagues in market research to identify potential suppliers and assess their capabilities.
• In coordination with the GVA procurement unit, support the preparation of Requests for Quotations (RFQs) Invitations to Bid (ITBs), and Requests for Proposals (RFPs), when applicable.
• In coordination with the GVA Procurement unit, support the evaluation of bids and proposals, ensuring technical compliance and value for money.
• Ensure supplier registration, communication with suppliers as needed, support the team in monitoring performance and resolving issues as they arise.
• Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP
• Maintain and improve filing systems, ensuring information is up to date and easily accessible.
• Administration of the ATscale contact management system (CRM), ensuring data integrity and user adoption.
• Support the organization, facilitation and delivery of training and learning initiatives for new personnel on internal travel, administrative, and CRM procedures.
• Conduct data analysis using the CRM to identify trends and insights to inform decision-making.
• Support onboarding and induction processes for project personnel and consultants.
• Support the Programme Support Specialist in the development and implementation of knowledge management strategies and plans to capture, store, and share information effectively across the ATscale Secretariat
• Foster a collaborative and high-performing team environment.
• Provide coordination support in the delivery of learning activities and capacity building initiatives for ATScale in coordination with relevant GVA /UNOPS teams
• Contribute to the development of standard operating procedures (SOPs) and best practices for administrative and operational functions.

• Administrative Assistance
• Cost Planning
• Event Planning
• Procurement
• Project Management
• Travel Management

• 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 is required