Project Management Support Senior Assistant

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Job Description

Background Information – Job Specific
The Project Management Support - Senior Assistant reports to the Project Support Officer who provides broad supervision and guidance. The role is responsible for supporting the Project Support Officer with the day-to-day operations of the mission and coordinating mission progress and implementation. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports. The role can often be required to work in complex and challenging environments with limited resources.

Functional Responsibilities
Under the supervision of the Project Support Officer, the Project Management Support - Senior Assistant will be responsible for the following substantive tasks; Assist in preparation of periodic accounting records by recording receipts and disbursements (ledgers, cashbooks, vouchers, etc) and reconciling data for recurring or special reports; When authorized, make disbursements from Petty Cash and/or Operational Advance Accounts; maintain records of these disbursements and balances accounts as required; Assist in maintaining financial records for project or other office accounts for which responsibility is assigned. Records receipts and payments, assures accuracy of computation and completeness of documents and maintains continuing status of allotments against obligations; Assist in calculation and payment of salaries, allowances and travel claims; Organize movements of project staff and goods to the project sites; prepare of Travel Authorizations; Movement of Personnel and Cargo Movement Request; Assist project staff on renewal of visa, travel permits and police registration; Assist in managing the project allocated vehicles and other assets with timely repair and maintenance, maximizing operational efficiencies to the project implementation;Whenever required, raise requisitions in oneUNOPS for the project support procurement and purchasing requirements for the Project Manager’s approval; Conducts physical inventory checks, drafting periodic inventory and asset reports; Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution; Conducts and reports on surveys of office maintenance needs as well as client satisfaction; Collects information for administrative surveys in support of the organization of common services; Assist in maintenance of Property, Plant and Equipment register and operational databases; Organize stationeries and other consumables for the project team day to day operations; Perform other duties to support the project team as required.
Knowledge building and knowledge sharing Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Project Support; Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively; Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of results
The Project Management Support - Senior Assistant directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Core competencies
Demonstrates integrity by modeling the UN’s values and ethical standards; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Treats all people fairly without favoritism.

Functional competencies
Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis); Ability to manage, organize, plan and implement work assignments; Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.

Completion of Secondary Education is required; Bachelor's degree in Business Administration, Commerce, Public Administration, or equivalent disciplines is desirable.
Minimum 5 years of relevant experience in general administrative and/or operations’ support services in national or international public or corporate organizations is required; Experience working in financial reporting, operational transactions will be an added advantage; Some experience in UN system organizations is desirable; Experience in use of computers and office software packages (Google Suite) and experience in handling of web-based management systems is an asset; Experience in use of Enterprise Resource Planning (ERP) systems is desirable.

Fluency in English is required; Fluency in one or more additional official UNOPS languages is an advantage.

Core Values and Principles
Integrity and Inclusion- Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion; Partnering- Demonstrates understanding of the impact of one's 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); Results Orientation- 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; Agility- Open to change and flexible in a fast paced environment. Effectively adapts its 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; Solution focused- 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; Effective Communication- 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.

To apply
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