JOB DESCRIPTION

General Information

Position Title

Project Management Support – Senior Assistant

Job Category

Project

Duty Station(s)

Skopje

Seniority Level

Entry Level

ICS Level

ICS 05

Contract Type

ICA – LICA – Support – Regular

Contract Level

LICA 5

Posting Start Date

06-Nov-2025

Posting End Date

07-Dec-2025

Duration

Ongoing ICA – Open-ended subject to organisational requirements, availability of funds and/or to satisfactory performance

Job Highlight

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

About the Region

The Europe and Central Asia Regional Office (ECR), based in Geneva, is responsible for the effective management, coordination and oversight of UNOPS operations across the region. The ECR region spans the Western Balkans, Ukraine and Eastern Europe, Central Asia, South Caucasus, and Türkiye, where UNOPS works with partners to achieve sustainable impact in health, education, environmental management, housing, rule of law, good governance, economic development, and social inclusion. With a wealth of experience in procurement, infrastructure, project and grant management, UNOPS in the region directly implements projects, provides technical advisory services and capacity building to advance the Sustainable Development Goals in support of national governments.

About the Country/Multi-Country Office

The UNOPS South East Europe Multi-Country Office (SEEMCO) supports sustainable development in Serbia, North Macedonia, Montenegro, and Bosnia and Herzegovina. Based in Belgrade with strong field teams, SEEMCO delivers project management, procurement, infrastructure, HR, and technical assistance to governments, donors, and international financial institutions. Partnering with national institutions, local authorities, civil society, and media, it contributes to sectors such as infrastructure, socio-economic development, social cohesion, rule of law, environment, healthcare, education, digitalisation, energy transition, and governance. Since 2000, SEEMCO has advanced the EU integration agenda, national priorities, and the Sustainable Development Goals. It also provides emergency response, recovery support, and capacity building for institutions. Funders include the EU, European Investment Bank, governments of Switzerland, Sweden, Norway, Serbia, North Macedonia, and Montenegro, as well as UN agencies such as UNHCR and UNEP.

Job Specific Context

The Project “Support to European Integration of North Macedonia” is designed to support North Macedonia”s accession negotiations and successful management of the overall European Union (EU) integration process. The Project is funded by Sweden through the Swedish International Development Cooperation Agency (Sida), Swiss Government through the Swiss Agency for Development and Cooperation (SDC) and Ministry for European Affairs and implemented by the United Nations Office for Project Services (UNOPS).

The project’s goal is to enhance the country’s preparedness for EU membership by strengthening institutional capacities, coordination mechanisms, good governance and public engagement in the EU reform process.

Within this context, this Project will enhance the institutional, technical, and administrative capacity of the Government to conduct EU accession. It will support the Government”s action to combat corruption and contribute to increased engagement of civil society, media, youth and the general public in the process. This objective will be achieved through delivery of four coherent results that encompass provision of technical assistance (TA), capacity building and grant support.

Role Purpose

Under the direct supervision of Project Manager, PMS Senior Assistant will provide comprehensive administrative, operational, and project support to ensure the effective implementation of project activities in line with approved work plans, timelines, and organizational standards.

The incumbent assists in the coordination and monitoring of day-to-day project operations, supports financial and procurement processes, and facilitates communication and information flow among project partners and stakeholders.

By ensuring accuracy, compliance, and timeliness across administrative and logistical functions, the role contributes to the efficient delivery of project results and the smooth functioning of the project team.

Functions / Key Results Expected

1. Project implementation support

Assist in monitoring of day-to-day project activities

Assist in preparing and maintaining project documentation, including work plans, budgets, procurement plans, and progress reports.

Collect, consolidate, and maintain project data and documentation to facilitate reporting and audit requirements.

Assist in the organization of meetings, workshops, training sessions, and field visits, including preparation of agendas, minutes, and logistical arrangements.

Follow up on project-related actions, correspondence, and deliverables to ensure timely completion.

2. Administrative and logistical support

Provide administrative and logistical support to the project team, including maintenance of filing systems, correspondence, and information management.

Support travel and logistics arrangements for project staff, consultants, and partners, including preparation of travel authorizations, visas, hotel bookings, and payment requests.

Ensure accurate and timely processing of requisitions, purchase orders, contracts, and payments in line with UNOPS procedures.

Maintain office inventory records and support asset management and tracking of project equipment and materials.

3. Financial and procurement support

Assist in the preparation of budget revisions, expenditure tracking, and financial reporting.

Assist in the processing of financial transactions, including preparation of payment requests, vouchers, and supporting documentation

Assist with procurement processes, including requests for quotations (RFQs), bid evaluations, and purchase order management in accordance with UNOPS procurement policies.

Maintain records of financial and procurement activities for audit and monitoring purposes.

4. Coordination and communication

Facilitate communication and coordination among project partners, government counterparts, and stakeholders.

Assist in preparation of briefing notes, presentations, visibility materials, and meeting summaries.

Contribute to the identification and documentation of lessons learned and best practices.

Ensure proper filing and sharing of project documentation and knowledge products in accordance with UNOPS information management standards.

5. Monitoring and reporting

Assist in the monitoring of project performance, including collection and verification of data for indicators and results frameworks.

Assist in the preparation of periodic narrative and financial progress reports, ensuring accuracy and completeness of inputs.

Contribute to risk and issue tracking and follow-up on mitigation actions.

Skills

Data Analysis, Internal & External Communications, Project Implementation, Stakeholder Management

Competencies

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.

Education Requirements

• Completion of secondary education is required.
• A university degree (Bachelor’s) in Business Administration, Law, Political Studies, Public Administration or European Studies

Experience Requirements

• A minimum of five years of experience in administration, or project support within the public sector or international organizations is required.
• Previous experience working in or with the public administration, particularly in European integration, public policy coordination, or donor-funded projects is desired.
• Familiarity with EU accession processes, project monitoring, and inter-institutional coordination mechanisms is a strong asset.
• Strong understanding of the institutional structures and coordination mechanisms related to EU integration and public administration reform is an asset.

Language Requirements

LanguageProficiency LevelRequirementMacedonianFluentRequiredEnglishFluentRequiredAlbanianIntermediateDesirable

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click 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.