Programme Management Associate ( Internal Announcement), Multiple positions

Under the direct supervision of the Senior Programme Manager, the Programme Management Associate is responsible to support the management of grants and programs supported by the Access to Health Fund…

The key functional responsibilities are :

• Partnership and Coordination. Ensure the stakeholders’ information is up to date ; smooth communication and  coordination with all relevant stakeholders;
• Grant Management. Support grant making and reporting in accordance with the timeline and the standard procedures, Be observant of the grant management of  implementing partners to ensure it is in line with the contract
• Program Monitoring and Reporting. Support monitoring and reporting, documentation and archiving, support the organization of different meetings and other coordination platforms

Partnership and Coordination

• Map and regularly update key stakeholders including donors, implementing partners, and prepare database
• Ensure smooth and effective communication with key stakeholders and colleagues both external and internal including other functional teams by using appropriate channels
• Interact with colleagues, clients, partners  to exchange vital information on operational issues related to the programme as relevant
• Cooperate  with relevant team members to resolve routine operational issues/  problems and refer complex issues to supervisor with recommendation of course of action
• Arrange and facilitate meetings and workshops with different stakeholders as assigned by the supervisor
• Arrange and facilitate donors’ and auditor/ evaluator’s field visits as assigned by the supervisor
• Assist in preparing project documents according to Donors’ requirements and ensure proper documentation of the assigned projects

Grant Management

• Participate and assist PMSO in updating project information for donors and funds.
• Assist Programme Management Senior Officer (PMSO) in grant negotiation and grant making process, reviewing of budget and coordinating with grant team to finalize documentation and follow-up as necessary
• Track checklist for grant making, Grant Support Agreements SA, and payment made to partners, and report these to PMSO and Senior Programme Manager on a regular basis
• Facilitate the process of grant making and budget revision exercises with Implementing Partners in accordance with UNOPS’s policy and guidelines
• Assist in monitoring expenditures, verifying relevance and accuracy of requests, checking completeness of documentation and availability of funding in coordination with the Finance team
• Inform the supervisor of budget status, facilitate the fund flow and actively communicate and/ or follow up with concerned parties
• In collaboration with the Procurement Unit and Implementing Partners, facilitate the process of procuring commodities and supplies for the assigned projects
• Track the commodities requisitions and distribution status to IPs and procurement related updates

Programmes Monitoring and Reporting

• Assist in tracking the progress of the assigned grants and projects  and alert if there are foreseeable obstacles that may impede the implementation
• Assist in the administration and monitoring of the project implementation, including data,budget and management
• Assist in collecting and verifying program-related data and information from relevant stakeholders to inform decision making
• Act as the focal person to archive all the necessary documents related to the assigned contracts for easy retrieval when needed
• Assist and participate in field visits to the project sites, including coordinating the related logistics and administrative matters as necessary and follow-up the suggestions and recommendations given by the program team
• Assist in organizing meetings with Implementing Partners, relevant stakeholders and thematic working groups, including logistical arrangement and keeping documents such as agenda, participant list and meeting minutes.
• Assist  PMSO to conduct/carry out  annual or mid-year review and performance review of partners/Access-supported programmes
• Provide sound contributions  to with the compilation, data entry, analysis, and writing of the progress and annual reports
• Provide programme information and documentation to the Communications team for external communications, as required.

Others 

• Assist in documentation and information sharing through ACCESS webpage, social media, donor updates and newsletter on a regular basis.
• Assist in taking meeting minutes  and  organize the events as necessary

The incumbent will be responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and those of UNOPS.

• High School Diploma is required.

• Bachelor’s degree preferably in Health / Public Health, Social Science, Public Administration, Business Administration, Project management or other related fields will be considered an asset and may substitute some years of relevant experience required .  

Work Experience

• A minimum of six (6)  years of relevant experience in programme or project management and/or support related fields is required.

• Competent in the usage of computers and office software packages/Computer and information technology literacy, including demonstrated expertise in Microsoft Excel, Word and Access is required.

• Good writing and data analytical skills are required

• Knowledge of UN rules and regulations, government directory, NGOs, UN agencies and embassies would be an asset.

• Experience with G Suite is an asset.

• Previous successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is an advantage;

Language 

• The position requires intermediate in English and fluency in Burmese languages