Project Management Support – Associate (pool recruitment)

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.
Under the supervision and guidance of the Project Manager, the Project Management Support Associate works closely with Project Managers to implement and deliver activities in line with approved action plans. She/he provides support to the effective and efficient implementation of the Programme through a range of actions contributing to the planning, management, and monitoring of project activities. The Project Management Associate provides services to donors, partners, suppliers, and beneficiaries, and is expected to contribute strongly to the projects’ performance and delivery goals.

In performing her/his work, the Project Management Support Associate promotes a client, quality, and results-oriented approach, and works closely with the Support Services and projects personnel to exchange information and ensure consistent service delivery.

The Project Management Support Associate will undertake the following activities/responsibilities:

1. Stakeholder Management: 

1. Establish positive and fruitful working relationships with all members of the Programme Team, Beneficiaries, and Clients, as appropriate, providing support and guidance on specific and general administrative and project undertakings at the appropriate level.

2. Delivery and Performance:

1. Support the Project in administrative proceedings, contract management, monitoring, evaluation, and reporting of activities, preparation and follow-up of procurement plans, and budget/expenditures-related inputs.

2. Organize and provide logistical support for events, meetings, training, workshops, and study trips.

3. Carry out administrative duties by collecting data, sorting, filing, and sending out project files, record keeping and archiving of project-related activities, and distributing and circulating working documents to stakeholders in electronic and hardcopy versions.

4. Provide technical assistance to Project beneficiaries in order to ensure fulfillment of products’ quality criteria, enhance outcomes, and address sustainability.

5. In close collaboration with Project Managers, contribute to the coordination of the work of retainers and service providers needed for implementation of the activities 

6. Provide support to the Programme communication and visibility activities

3. Operations and Procedures:

1. Follow the Project Management Manual Instructions and ensure awareness of and relevant respect of the organizational policy compliance (Organisational Directives and Administrative Instructions).

2. Contribute to the development of Programme reports and plans as envisaged by the Programme’s Description of Action, while in particular considering progress against the indicators in the Result’s framework matrix.

3. Contribute to the identification and assessment of risks and issues. Implement mitigation measures in accordance with the Risk Management Strategy. Contribute to the identification and sharing of the Programme’s lessons learned and best practices.

4. Contribute to efficient and effective use of Programme and UNOPS tools for monitoring project performance, outputs, and benefits.

5. Support operations tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity.

6. Organize and provide support for the procurement processes including preparation of RFQs, ITBs or RFPs documents for travel + related services + office equipment, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of POs.

7. Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

a. Education 

• Secondary education is required.

• Bachelor’s degree preferably in economics, social sciences, development studies or a related field  is desirable and may substitute for some of the required years of experience.

• A Master's Degree in economics, social sciences, development studies or a related field is considered an asset and/or industry certification and may substitute for some of the required years of experience.

b. Certification

• Projects in Controlled Environments (PRINCE2) Foundation Certification is desirable.

c. Work Experience 

• Six (6) years of relevant experience in general administrative OR project implementation OR procurement, OR operations support services in national and/or international public or corporate organizations is required. 

• Proficiency in computers and office software packages and experience in handling web-based management systems is required.

• Experience with the EU or the UN, or another international organization is desirable

d. Language Requirements

•  Fluency in Ukrainian and English is required.