Project Management Support Senior Assistant
Organizational Context
The UNOPS Global Portfolios Office (GPO) delivers diverse expertise to help partners achieve global impact, focusing on sustainable development, climate action, and peacebuilding. Operating across over 130 countries, GPO collaborates with governments, financial institutions, and UN agencies on project management, fund management, and HR support. This role is within the UNODC Programme Office in Guinea-Bissau, providing essential administrative and operational support.
Job Purpose
The Project Management Support Senior Assistant is crucial for the efficient operation of the UNODC Programme Office in Guinea-Bissau. This role provides comprehensive administrative and logistical support, ensuring the smooth delivery of office functions and programme activities. The incumbent will manage administrative processes, facilitate travel and meeting arrangements, oversee procurement and logistics, handle correspondence and documentation, and maintain records. A key aspect of the role is coordinating effectively with internal and external stakeholders, including UN entities, government counterparts, and service providers. By ensuring all administrative tasks are executed accurately and in compliance with UN standards, this position directly contributes to the successful implementation of UNODC's programmes and objectives in the region.
Responsibilities
Provide administrative and coordination support for UNODC programmes and projects throughout their lifecycle, ensuring adherence to UNODC rules and procedures. Track programme activities, deliverables, contracts, and events, ensuring timely follow-up and proper documentation. Assist in preparing reports, briefing materials, correspondence, and meeting minutes. Maintain and update programme and administrative tracking tools and records. Coordinate logistical arrangements for meetings, workshops, training sessions, conferences, and missions, including travel, accommodation, and venue management. Support the processing of travel documentation and liaise with service providers and stakeholders for event implementation. Assist with administrative and procurement processes, including requisitions, purchase orders, and contract management, verifying documentation for accuracy. Maintain organized records of procurement, financial, and administrative transactions. Provide administrative and logistical support to senior management, including scheduling and preparing meeting documentation. Support the organization of meetings with government counterparts, UN entities, and partners. Contribute to knowledge building and sharing by assisting in compiling and disseminating programme information and lessons learned. Facilitate effective information sharing and coordination within the office and with external partners.
Work Experience
Requires a minimum of 5 years of relevant experience (with a secondary diploma) or 1 year (with a university degree), including project/programme support, administrative coordination, logistics, procurement, and travel arrangements. Proficiency in Microsoft Office and web-based management systems is essential. Experience with UN or international organizations is an asset.
Skills
Communication, Data Analysis, Project Implementation, Stakeholder Management, Administrative Support, Logistical Coordination, Procurement Support, Record Keeping, Microsoft Office Proficiency.