Role Overview
The Programme Management Support Associate contributes to the efficient and effective delivery of services, ensuring alignment with UNOPS policies and procedures and ATscale's strategic objectives. The role involves providing comprehensive support in travel coordination, event management, procurement, and CRM administration to ensure project goals are met efficiently.
Key Responsibilities
Travel Support Services
- Liaise with internal stakeholders to plan and prepare quarterly travel plans.
- Prepare and monitor travel budgets, ensuring alignment between planning and actual expenditures.
- Prepare regular analytics and statistics to identify trends and areas for improvement.
- Update and enhance travel administration Standard Operating Procedures (SOPs).
- Provide guidance on travel-related matters including visas, security clearances, and insurance.
- Maintain a comprehensive travel tracking system and analyze costs for efficiency improvements.
- Coordinate with travel agencies for optimal rates and connections.
- Process travel authorizations and manage flight arrangements and payments in accordance with UNOPS policies.
Event and Meeting Management
- Support the planning and execution of internal and external events, including international conferences and workshops.
- Assist in preparing and overseeing event budgets and financial aspects of event planning and execution.
- Identify and negotiate with vendors (venues, caterers, AV providers) for cost-effective services.
- Coordinate logistical details and participant lists, ensuring effective communication among all stakeholders.
- Manage event-related solicitation processes and contracts following UNOPS procurement guidelines.
Procurement Support
- Serve as the focal point for procurement of goods and services in coordination with the Geneva Procurement team.
- Support procurement planning to optimize value for money and ensure timely delivery of goods and services.
- Conduct market research to identify potential suppliers and assess capabilities.
- Support the preparation of RFQs, ITBs, and RFPs.
- Evaluate bids and proposals for technical compliance and value for money.
- Manage supplier registration, performance monitoring, and issue resolution.
- Create Purchase Orders, Receipts, and payment requests in the UNOPS ERP system.
CRM System Administration
- Maintain and improve filing systems and the ATscale contact management system (CRM).
- Support training for new personnel on travel, administrative, and CRM procedures.
- Conduct data analysis using the CRM to identify trends and insights to inform decision-making.
- Assist with onboarding and induction processes for project personnel and consultants.
Knowledge Management and Team Capacity Building
- Support the development of knowledge management strategies to share information effectively across the ATscale Secretariat.
- Foster a collaborative team environment and support learning activities.
- Contribute to the development of SOPs and best practices for administrative functions.
Requirements
Education
- Secondary school (or equivalent) with 6 years of relevant experience; OR
- Bachelor’s degree (or equivalent) in Business Administration, Public Administration, Project Management, or a related discipline with 2 years of relevant experience.
Experience
- A minimum of 6 years (with high school) or 2 years (with Bachelor's degree) of progressively responsible experience in programme support, administration, operations, travel management, or procurement.
- Proven experience in procurement processes (specifications, bid evaluation, contract management).
- Experience providing support for complex travel arrangements and international events.
- Experience in budgeting and planning support.
- Demonstrated skills and experience with CRM systems.
Competencies
- Respect for diversity and inclusion.
- Strong team collaboration and support for others' development.
- Partner-focused approach, putting the beneficiary first.
- Ability to establish action plans and ensure quality task accomplishment.
- Flexibility and adaptability in a fast-paced environment.
- Logical and pragmatic decision-making skills.
- Clear and concise communication and active listening.
How to Apply
Interested and qualified candidates should apply online through the official UNOPS career portal. Visit https://careers.unops.org to search for the position and submit your application. Alternatively, you can follow the application link via MyJobMag.
