Programme Management Office Senior Assistant (Grants and Contracts), Multiple positions

Background Information – Myanmar

Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for some of the largest development programmes in the country, namely the Access to Health, the Livelihood and Food Security Fund (LIFT), the Joint Peace Fund (JPF), Nexus Response Mechanism, and the SECO funded UN Trade Cluster Fund. In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative targeting drug resistant malaria in the greater Mekong sub-region. UNOPS also provides procurement, infrastructure and project management services to a wide range of organizations in the country, including international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information – Job-specific

The Grants and Contracts team, as part of the larger Programme Management Office (PMO), is in charge of managing the grants and contracts with implementing partners.The Programme Management Office Senior Assistant (Grants and Contracts) will be located within the UNOPS Myanmar Programme Management Office, and will be supporting one of the multiple funds and programmes managed by UNOPS Myanmar.

Functional Responsibilities

Under the overall supervision of the Programme Management Office Specialist (Grants and Contracts), the Programme Management Office Senior Assistant (Grants and Contracts) will work to support the delivery of Fund activities. He/She will collaborate closely and engage actively with the Program Unit assigned role in the designated funds, and will be responsible for:

Grant management

• Ensure all the necessary and relevant grant related documents are assembled appropriately and collect the necessary signatures
• Monitor reporting deadlines and communicate with the IPs and Programme team on pending and delayed reports
• Assist in creating monthly reports and provide other data as required.
• Assist in the processing and maintenance of Call for Proposal/Concept notes including uploading documents, receiving and acknowledging receipt of proposals, maintaining a database of submitted proposals
• Provide necessary information to the Finance team on on-going and upcoming payments, cashflow requirements and other relevant information on grantees and new grant agreements
• Follow IP payment schedules to prepare and process necessary documentation for grant payments in accordance with agreed upon payment schedule as per grant agreements and fund availability, create POs, and submit payment requests to Finance
• Assist in closure of projects with appropriate actions (e.g. project audits, clearance of final reports, assets management) and ensure overall adherence to required procedure before the final payment is released
• Maintain the archive and filing system by filing all required records for the grants both in hard copy and on the share drive.
• Assist in the tracking of grants management tools including IP performance/traffic light reports.

Administration and Logistics

• Assist in the organization of trainings and workshops
• Raise POs and prepare payments as required
• Assist in the update and maintenance of grants management tools and databases
• Collection and maintenance of records, both hard copies and electronic copies for easy reference and retrieval, related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status

Monitoring and Progress Controls

• The Programme Management Senior Assistant (Grants and Contracts) will report to the Programme Management Office Specialist (Grants and Contracts), who will monitor his/her performance as per these ToR. Monitoring will look in particular at the following:
• Efficient, timely execution and follow-up of tasks as per the scope of responsibilities detailed above;
• Proactive and professional interaction with colleagues at UNOPS to exchange information and feedback on requests in an effective and efficient manner;
• Demonstration of UNOPS competencies and behaviors at the expected level when interacting with IPs, stakeholders, and colleagues from the PMO, Funds, and MMCO

Education/Experience/Language requirements

A. Education

• Secondary education diploma or equivalent is required.
• Bachelor’s degree in Business administration, Management, Economics, Commence, or related subject is an asset, and may substitute required years of work experience.
• Completion of PRINCE2 Foundation certificate is an advantage.

B. Work Experience

• Minimum of 5 years of experience in contracts/grant management and/or project administration and/or project support is required.

C. Language Requirement

• Fluency in both English and Myanmar/Burmese languages is required (written and oral expression)