Background on South East Asia and the Pacific Multi-Country Office (EAPMCO)

UNOPS South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine EAPMCOs: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2023, the UNOPS EAPMCO implemented projects worth more than USD 75 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

The EAPMCO Papua New Guinea was formed in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people.

Background on UNOPS Papua New Guinea:

The UNOPS Papua New Guinea office was formed in early 2020 under EAPMCO to support infrastructure design and construction, sustainable procurement, capacity development, program management, and facilitate funding sources in Papua New Guinea. UNOPS PNG has demonstrated significant growth and portfolio diversification potential. It is recognized as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement, and governance support to the Government of PNG. UNOPS works in Papua New Guinea, partnering on projects for cleaner water, better healthcare (including COVID-19 support), and sustainable energy with solar and hydropower. There are several projects in the pipeline to be finalized throughout 2024. These projects encompass health infrastructure and sustainable procurement, climate change resilient infrastructure, and community development infrastructure.

The Project Management Support – Associate will work in close collaboration with the Sr. Project Manager and other project teams for effective achievement of results, anticipating and contributing to resolving project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNOPS programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Project Management Support

• Proactively contribute to daily project implementation, ensuring conformity to expected results and work plans.
• Manage project correspondence and communication, including receiving, screening, and distributing documents with necessary background information.
• Collect, register, and maintain all project activity information.
• Advise project counterparts on applicable administrative procedures and ensure their proper implementation.
• Contribute to the preparation and implementation of progress reports.
• Prepare agendas, arrange field visits, appointments, and meetings (internal and external), and write minutes.
• Maintain the project filing system.
• Draft routine correspondence and memoranda for Project Manager signature.
• Assist with logistical organization of meetings, training, and workshops.
• Follow up on timely disbursements by UNOPS.

Administrative Support

• Provide administrative support to project staff, including communication, contracts, agendas, visa applications, hotel reservations, etc.
• Maintain records on project personnel and their status (ToRs, time and attendance, etc.) following accepted policies.
• Support supervisors with attendance record control, leave plan follow-up, and remaining leave balance updates.
• Advise staff on allowances, travel claims, and other financial matters. Calculate payments due for claims and services.
• Undertake other administrative tasks as assigned.

Procurement and Logistics

• Support procurement activities, including equipment, goods, and service procurement.
• Ensure all documents for procurement are submitted on time and comply with UNOPS procedures.
• Prepare tender documentation (ITBs, RFQs).
• Assist with ensuring customs clearance for imported goods (if any) and manage the procurement process until final acceptance.
• Coordinate with the UNOPS Bangkok Office for procurement processes.
• Arrange for equipment, supplies, and services procurement based on the work plan.
• Create and manage e-requisitions in OneUNOPSs, ensuring all relevant data is recorded.
• Arrange for equipment maintenance and insurance as needed.
• Provide administrative support to ensure contractual processes adhere to UNOPS procedures.
• Manage physical clearance and delivery of procured equipment and supplies to Project sites.
• Maintain project equipment inventory records.
• Prepare timely documentation for reporting on procurement activities.
• Maintain a database of contract documentation, terms of reference, and supplier lists.
• Ensure proper filing of all procurement-related documentation.

Knowledge Management and Learning

• Share knowledge and experience with colleagues.
• Actively engage in personal learning through a learning plan and apply newly acquired skills.

Education

• Secondary education or high school diploma is required.
• Technical/Professional License or Diploma, First university degree, or higher degrees in administration, finance, management, procurement, or other relevant field would be an asset and may substitute some of the required years of experience.

Work Experience

• Minimum of six (6) years’ work experience in administration, Project Management, Finance, Human Resources or related areas.
• Experience in procurement is highly desired.
• Proven experience in a similar position within the United Nations or in a humanitarian organization is desired.
• Knowledge of Google Suite applications is an asset.

Languages

• Full Working knowledge of the English language is required.

1. Contract type: LICA
2. Contract level: ICS 6 / LICA-6
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Open only to PNG nationals or with valid residence.

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.