Programme Management Office (PRMO) - Senior Assistant
Position Summary Expectations - Duties, Responsibilities
Contract Level: LICA 5 / ICS 5
Contract Duration: Open-ended and subject to organizational requirements, availability of funds and/or to satisfactory performance.
- Under the direct supervision of the Senior Programme Coordinator (Senior PC), the incumbent will be responsible for the following duties:
- Establish an efficient electronic and hard copy filing system for Senior Programme Coordinator’s office, including confidential documents and records.
- Coordinate the flow and prioritization of correspondence to and from the Senior Programme Coordinator’s office.
- Receive and screen all regular and confidential correspondence which requires the attention of the Senior Programme Coordinator.
- Maintain the Senior Programme Coordinator’s calendar of official engagement, coordinate and manage the calendar commitments and follow up with reminders when necessary.
- Arrange all appointment with UN agencies, Senior Government Officials, Donor agencies, INGO/LNGO and other stakeholders for the Senior Programme Coordinator.
- Provide support to the Senior Programme Coordinator in renewing VISA, UN Certificate, and diplomatic IDs and arrange travel and accommodation during field trips.
- Provide necessary administrative and logistics support to communication unit in arranging workshop, training and meeting hosted by UNOPS.
- Assist in the support to knowledge building and knowledge sharing within the office.
- Assist in analyzing data, coordinate with other units on behalf of Senior Programme Coordinator and provide assistance in developing work plans, reporting schedules, …etc.
- Draft communications, documentation, reports and check documents for accuracy and compliance with UNOPS format and style.
- Prepare briefing materials as required for mission travel and/or discussion on operational activities and status.
- Coordinate with Units to finalize periodic reports and the Senior PC meetings notes.
- Perform as the Focal Person in communication with Donors/Consultant/ Audit mission by assisting administration/logistics support such as preparing travel schedule, ensuring travel permission are granted in time for their mission to field/SR sites/Hospitals and organizing workshop and setting up appointments with requested organization and government officials
- Act as an interpreter for the Senior PC in important meetings with national and sub-national level authorities.
- Perform other related/relevant program tasks as may be assigned by the Senior PC.
- Education
- Completion of secondary school or high school is required.
- University Degree (bachelor degree), preferably in Business Administration, Public Administration, Project Management, Economics, Finance, Computer Science, Health Science or other related fields, is an advantage and can substitute for some of the required years of experience.
- Experience:
- Minimum 5 years of experience in general administrative, or operations’ support services in national or international public or corporate organizations with secondary/high school education or one (1) year of experience is required in combination with a Bachelor degree or a Master degree.
- Experience in coordination, facilitation, office Management, Event and Conference Management and Administrative Services is an asset.
- Some experience in UN system organizations is an asset.
- Knowledge of UN Regulations and Rules, government directory, NGOs, UN agencies or embassies is desirable.
- Prior experiences in liaising with Ministries and good understanding of protocol are an advantage.
- Experience in health sector is an asset.
- Experience in front office management is an asset.
- Proficiency in computers, office software packages (MS Office), and Google Workspace is desired.
- Experience in handling web-based management systems is highly desirable.
- Language
- Fluency in both written and spoken English is desirable.
