Project Management Support - Senior Assistant

Together, we build the future!

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options. Explore what we offer: https://bit.ly/3fpqivR

Role Purpose

The Project Management Support Senior Assistant provides administrative support to ensure the effective delivery of projects. S/he supports project planning, monitoring, reporting, logistics, communications, and documentation.

Functions / Key Results Expected

1. Project Support

• Provide administrative and coordination support for project planning, implementation, monitoring, and reporting in compliance with UNODC rules, regulations, and Standard Operating Procedures (SOPs).
• Assist in tracking project progress, deliverables, contracts, travel, workshops, and grants, ensuring timely follow-up and accurate documentation.
• Support the preparation of reports, briefing materials, and internal meeting notes for management and stakeholders.
• Maintain tracking tools and ensure that project and operational data are up to date and properly archived.
• Participate in regular team meetings to report on progress, upcoming priorities, and coordination needs.
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2. Travel, Logistics and Workshop Support

• Coordinate and organize logistics for meetings, workshops, conferences, and steering committee events, including travel, accommodation, catering, and security arrangements.
• Process travel authorizations, expense claims, and reimbursements for personnel and partners in line with UNODC policies and procedures.
• Prepare and distribute workshop and mission materials, ensuring all logistical and administrative arrangements are completed in advance.
• Liaise with vendors, venues, and participants to ensure smooth execution of events and timely resolution of logistical issues.

3. Procurement and Administrative Support

• Support procurement processes, including preparation of requisitions, purchase orders (POs), and payment requests in the Enterprise Resource Planning (ERP) system.
• Verify supporting documentation, invoices, and contractual deliverables for accuracy and compliance with UNODC Financial Rules and Regulations.
• Assist in the review of tenders, evaluation processes, and contract administration, including amendments and extensions.
• Maintain accurate and organized documentation of all procurement, financial, and administrative activities for audit and reference.
• Support operational and financial monitoring by updating procurement and payment tracking systems.

4. Administrative and Logistical Support to Senior Management

• Provide administrative and logistical support to senior management, including scheduling, mission planning, and preparation of travel documentation.
• Support coordination of senior-level meetings, donor/partner engagements, and high-level visits, including minute-taking and follow-up on action items.
• Process operational advances, minor procurement requests, and other administrative transactions in line with established protocols.

5. Knowledge Building and Sharing

• 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.

Education Requirements

Required

• Secondary school, high school or equivalent, with 5 years of relevant experience

Desired

• Bachelor’s degree, or equivalent, in any discipline with 1 year of relevant experience is desired

Experience Requirements

Required

• Minimum of 5 years of relevant experience, combined with a secondary school diploma, or 1 year of relevant experience, combined with a first university degree, is required
• Relevant experience must be in project management or similar fields
• Demonstrable proficiency in the use of collaboration and productivity tools, e.g. MS Office, G-Suite, etc., and web-based management systems

Desired

• Some experience working in a UN System organization is desired

Language Requirements

• English: fluent required
• Serbian: required

Offer:

Drive impactful project success by providing essential administrative and coordination support across planning, implementation, monitoring, and reporting, ensuring seamless project delivery.