Project Management/Administration

• Implement Project activities in alignment with the approved project agreements in terms of technical scope, engagement of resources, budget expenditure and agreed timeframe;
• Take a strategic approach in planning the closure process of multiple projects within the portfolio, tracking the use of financial resources in accordance with UNOPS financial rules and regulations;
• Drafting of contract documents and letters of agreement with institutions and UN agencies; administration of contracts and agreements and processing amendments for approval. Conduct procurement processes as needed;
• Input and update of accurate data and information to facilitate effective delivery of the operations;
• Provide inputs to the Project’s work, financial, recruitment and procurement plans as required;
• Contribute to development of Project’s reports and analysis related to project activities;
• Establish and maintain project documents/files for easy retrieval of archive related to Project’s activities;
• Contribute to identification, capturing, and assessment of risks/issues and implement mitigation measures in accordance with the Risk Management Strategy;
• Contribute to identification, capturing, and sharing of the Project’s lessons learned and best practices;
• Contribute to efficient and effective administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery;
• Follow up on audit recommendations to ensure timely implementation and reporting.

Human Resources Support 

• Liaison between the project and UNOPS HR Team;
• Ensure full compliance of HR processes and records with UNOPS rules, regulations, policies, and strategies;
• Review and process the incoming requests and all relevant documentation relating to recruitment, contract extensions, reassignments and separation of individual contractors before submission to UNOPS HR;
• Review the check-out/clearance forms to ensure certification from other departments, for HR final clearance;
• Coordinate Certificate of Payments for retainers/lump sum contractors and validate monthly payrolls
• Liaise and resolve with relevant parties any payroll related issues.
• Monitor and support year end within the  issuance of contracts extensions for partner personnel;
• Create and maintain HR contracts tracker and Projects HR files. 

Operations Support 

• Provide guidance on administrative, financial and logistical activities of the projects;
• In coordination with Geneva Office support services, IPAS and Practice Group, provide advisory services on assigned practice areas for the benefit of UNOPS and client;
• Analyze administration, procurement and policies, assess the impact of changes and help management with their implementation;
• Monitoring of payments and follow up when problems arise; Review of payment vouchers and 
supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness 
of account code charges; 
• Ensure timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items;
• Manage the project assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure;
• Ensure that requests from projects to engage with grantees and implementing partners are initiated and processed in a timely and high-quality manner;
• Coordinate the administration of calls for proposals in line with UNOPS policies and procedures, collection of proposals, review of proposals through a selection committee, preparation and finalization of evaluation reports, as relevant and required;
• Facilitate creation of grant agreements, and disbursements of funds, in a timely manner, and in accordance with project requirements;
• Track grants reports, process grantee registrations, and payments, as required;
• Review and process payments,  purchase orders and other disbursements for the projects.
• Carry out activities related to procurement for various thresholds; 
• Compliance of procurement activities with UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
• Identify potential service providers for standard supplies, maintenance, furniture etc. and maintain good relationships with existing ones;
• Draft procurement awards, contracts, grant support agreements;
• Maintain contracts and grants tracking plan to review contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract;
• Register supplier details in the system and approval follow-ups;
• Collaboration in development of tools and platforms for data and content management, ensuring information and knowledge sharing with clients and partners.

Travel Management 

• Plan and coordinate  the event logistics related to conferences, workshops and retreats. This will include collecting information for the planning phase and execution of related tasks for all events;
• Support when required in travel activities and related processes including Travel Authorizations, Visas, Travel Expense Claims etc;