Project Management Support

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Job Description

Under the direct supervision of the Senior Project Manager (who reports to the Head of Project), the Project Management Support – Senior Assistant provides administrative and coordination support to the Senior Project Manager in the effective planning, management and delivery of the project in line with the project framework. They provide support on monitoring and reporting of progress, risks and issues for the project and contribute to the ongoing development and continuous improvement of the project capabilities.

Functional Responsibilities

Summary of Key Functions
Administrative support
Coordination and reporting
Knowledge management

Administrative support:

Provide administrative support in the regular organization of the Project Steering Committee/Board meetings and internal project management team meetings.
Ensure agenda and minutes of meetings are prepared, approved and circulated in a timely manner and that agreed action points are followed up on.
Provide administrative and substantive support in organizing quarterly donor coordination sessions, including the documentation to update donors on the Project’s overall progress, funding needs, challenges, etc.
Manage the Head of Project’s field travel calendar and key appointments with external stakeholders.
Perform any other responsibilities or activities that may be reasonably required by the Senior Project Manager.

Coordination and reporting :

Ensure that weekly, monthly, quarterly and annual updates of the project against key milestones are prepared in a timely manner, highlighting areas needing improvement.
Coordinate and follow up with the Monitoring and Evaluation Officer in preparing the quarterly report sections related to key achievements, coordination with stakeholders, implementation schedule and key challenges, before final approval by the Senior Project Manager.
Coordinate with and support the Communications Officer in preparing for key events and media related workshops, press conferences, etc. involving UNOPS management team and others.
Support the Senior Project Manager in following up on donor Implementation Support Mission (ISM) action point updates and in preparing presentations for key events, including donor missions.

Knowledge management :

Assist with logistics support and organization of webinars, training and learning initiatives on project related topics (including the technical set-up of such events).
Contribute to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

Impact of Results:

The effective and successful achievement of results by the Project Management Support – Senior Assistant directly impacts on the performance of the project, in particular through ensuring smooth and effective implementation. It confirms UNOPS’ role as a key and trusted partner to the World Bank, and UNOPS’ position as a critical service provider, in all challenging work environments. Given the current political and humanitarian situation in Afghanistan, this project would support the urgent repositioning of AFCO and strengthen UNOPS presence and visibility in Afghanistan, raising the profile of UNOPS in the global humanitarian context.

Monitoring and progress controls will be in accordance with work plans that the Supervisor and incumbent will prepare at the beginning of the assignment.

Education/Experience/Language requirements:

Education:

Completion of secondary school is required.
A first-level university degree (e.g. Bachelor) in Business Administration, Management, Project Management, or other Social/Behavioral Science is considered an asset and may be considered as a substitute for 4 years of work experience.

Work Experience :

A minimum of 5 years of relevant experience related to project support for candidates with a High School Diploma, or
A minimum of 1 year of experience related to project support for candidates with a Bachelor degree.
Experience working with national and international organizations that are contributing to the reconstruction and development of Afghanistan is a significant advantage.
Knowledge of UNOPS’ project management tools is an asset.

Languages: