Project Management Support Associate

Under the direct supervision of the Project Manager and the overall guidance of the Head of Support Services, the Project Management Support Associate is responsible for providing support in the coordination, implementation, and monitoring of project activities. The incumbent will assist in managing a variety of processes and transactions related to procurement, logistics, reporting, and stakeholder engagement to ensure the smooth delivery of project outputs. The Project Management Associate will contribute to project planning, progress tracking, risk management, and documentation, ensuring compliance with UNOPS policies and supporting the successful delivery of goods, services, and works for the Business Unit.

The Project Management Support Associate provides substantive support to the planning, coordination and delivery of project activities. The role collaborates closely with project stakeholders to maintain effective coordination, facilitate operations and ensure activities are delivered efficiently in line with the project’s results framework and internal processes.

• Support senior technical leads (e.g. lead engineers) or project managers in stakeholder engagement, training needs assessment, and development of capacity-building programmes.

• Contribute to budget preparation, procurement processes, and identification of risks with mitigation measures. 

• Assist in drafting project agreements, amendments, and budget revisions in consultation with relevant stakeholders.

• Coordinate logistics for training sessions, workshops, and meetings (venues, materials, accommodation, catering, assessments, certification)

• Support the development of training materials and the integration of thematic inputs into delivery.

• Liaise with service providers, retainers and project stakeholders to ensure effective project implementation.

• Facilitate internal and external communications to minimize operational disruption and maintain consistent project delivery.

• Develop and update monitoring tools, progress tracking sheets, and risk/ issue registers.

• Collect, prepare and archive documentation related to training and project activities.

• Contribute to drafting and quality assurance of reports, meeting minutes, and donor/partner submissions.

• Track project milestones and alert managers on deadlines and reporting requirements.

• Ensure compliance with UNOPS policies, procedures and donor requirements.

• Coordinate procurement, travel, transport and inventory management in support of project operations.

• Support HR-related project requirements (e.g. drafting terms of reference for positions, monitoring deliverables, recruitment activities, etc).

• Manage project files, shared drives, and document management systems to ensure real-time tracking and accessibility.

• Support the organization, facilitation and delivery of training and learning sessions on project management.

• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.

• Conduct research on project management-related topics and contribute to the drafting of reports, summaries and briefing notes

• Secondary school (or equivalent) with 6 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 2 years of relevant experience is required

• A globally recognized professional certificate or membership in Project Management is desired

• Relevant experience is work in project management or related areas.  

• Demonstrable proficiency in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.

• Experience in development or humanitarian contexts is desired.

• Data Analysis

• Project Implementation

• Stakeholder Management.

• Treats all individuals with respect

• Responds sensitively to differences and encourages others to do the same.

• Upholds organisational and ethical norms.

• Maintains high standards of trustworthiness.

• Role model for diversity and inclusion

• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role)

• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground