Programme Management Support Associate

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR
  
• Bachelor’s degree (or equivalent) in Business Administration, Public Administration, Project Management or equivalent discipline with 2 years of relevant experience is required
  

Experience Requirements

Required:

• A minimum of 6 years( with a high school certificate) or 2 years ( with a Bachelors degree) progressively responsible experience in programme support, administrative, operations, travel management, asset management, procurement, or related field is required.
  
• Experience in procurement processes, including support in developing specifications, evaluating bids, and managing contracts, is required.
  
• Experience in providing support on complex travel arrangements and events is required
  
• Experience in supporting budgeting and planning is required.
  
• Demonstrated skills and experience with CRMs is required.
  

• Travel Support Services
  
• Liaise with key internal stakeholders to plan and prepare quarterly travel plans
  
• Prepare and monitor travel budget and ensuring planning and actuals
  
• Prepare regular analytics and statistics in order to find trends and areas of improvements
  
• Regularly update and enhance travel administration SOPs
  
• Provide guidance on travel-related matters, including visa requirements, security clearances, cost-savings options and travel insurance.
  
• Develop and regularly maintain and update a comprehensive travel tracking system, analyzing travel patterns and costs to identify opportunities for efficiency improvements.
  
• Coordinate with travel agencies to provide the best available options in terms of favorable rates, connections and time of travel
  
• Process travel authorizations for external travelers and manage flight arrangements, and travel-related payments in accordance with UNOPS policies and the internal SOP.
  
• Event and Meeting Management
  
• Provide support to colleagues in planning and executing external and internal events, including international conferences, workshops, and meetings, ensuring seamless logistical arrangements.
  
• Support the Programme Support Specialist in preparing and overseeing event budgets and financial aspects of event planning and execution.
  
• Identify and negotiate with vendors, including venues, caterers, and audio-visual providers, to secure cost-effective and high-quality services.
  
• Provide logistical details, and participant lists, ensuring effective communication and coordination among all stakeholders.
  
• Coordinate event-related solicitation processes and contracts, ensuring compliance with UNOPS procurement guidelines
  
• Provide administrative support on workshops, training, meetings and missions, ensuring timely logistical, financial and travel arrangements.
  
• Procurement Support
  
• Act as the focal point to all procurement processes for goods and services, ensuring compliance with UNOPS procurement rules and regulations, in coordination with the Geneva Procurement team.
  
• Support the procurement planning with colleagues to optimize value for money and ensure timely delivery of goods and services.
  
• Support the UNOPS Geneva (GVA) procurement team and colleagues in market research to identify potential suppliers and assess their capabilities.
  
• In coordination with the GVA procurement unit, support the preparation of Requests for Quotations (RFQs) Invitations to Bid (ITBs), and Requests for Proposals (RFPs), when applicable.
  
• In coordination with the GVA Procurement unit, support the evaluation of bids and proposals, ensuring technical compliance and value for money.
  
• Ensure supplier registration, communication with suppliers as needed, support the team in monitoring performance and resolving issues as they arise.
  
• Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP
  
• CRM System Administration.
  
• Maintain and improve filing systems, ensuring information is up to date and easily accessible.
  
• Administration of the ATscale contact management system (CRM), ensuring data integrity and user adoption.
  
• Support the organization, facilitation and delivery of training and learning initiatives for new personnel on internal travel, administrative, and CRM procedures.
  
• Conduct data analysis using the CRM to identify trends and insights to inform decision-making.
  
• Support onboarding and induction processes for project personnel and consultants.
  
• Knowledge Management and Team Capacity Building
  
• Support the Programme Support Specialist in the development and implementation of knowledge management strategies and plans to capture, store, and share information effectively across the ATscale Secretariat
  
• Foster a collaborative and high-performing team environment.
  
• Provide coordination support in the delivery of learning activities and capacity building initiatives for ATScale in coordination with relevant GVA /UNOPS teams
  
• Contribute to the development of standard operating procedures (SOPs) and best practices for administrative and operational functions.