Programme Support and Operations Associate, Santiago network

Dutystation: Geneva, Switzerland

Functional responsibilities

1. Programme management support

• Assist in the design and formulation of the work plan and budgets for the Santiago network.
• Contribute to the design, development and implementation of management and implementation mechanisms for the work plan of the Santiago network
• Contribute to the design, development and implementation of a monitoring and evaluation system to assess the timeliness, appropriateness, and outcomes of assistance provided under the Santiago network.
• Provide operational support and facilitate the work of the Advisory Board, including the preparation and the organization of Advisory Board meetings.
• Facilitate the procurement of goods and services, and manage and/or facilitate the resolution of issues related to contract management for the operation of the Santiago network secretariat.
• Ensure that relevant procurement procedures, regulations and standards of accountability, ethics, integrity and performance are met.
• Keep abreast of best practices that can increase the efficiency and effectiveness of the Santiago network’s operations.
• Liaise with UNOPS and UNDRR on procurement support for major events.

2. Administrative, financial management and grant support

• Support the development and implementation of effective mechanisms for disbursing funds provided to the Santiago network secretariat, ensuring compliance with the Advisory Board's approved policies, procedures, and guidelines, as well as UNOPS legal framework.
• Support the operationalization of the lifecycle of the Santiago network's technical assistance processes and support the administration of funds allocated for technical assistance in a cost-effective and transparent manner.
• Support the coordination of the development and monitoring of budgets and allocations related to technical assistance and the operation of the Santiago network secretariat.
• Support monitoring of the Santiago network financial projections to ensure the availability of required financial reports, including investigating anomalies to resolve problems and reporting or recommending any action required to relevant stakeholders.
• Support the development of reporting templates and preparation of reports, compilation of data and answering queries on pledges recorded, funds received, adjustments made to ensure financial compliance, accuracy and completeness of data for its inclusion into statement of accounts and adjustment of budgets.
• Maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
• Reinforce the Santiago network secretariat's efforts in being compliant with respect to established policies, plans, guidelines, and procedures.
• Support and/or facilitate that audits are conducted as required.
• Support general administrative functions of the secretariat.

3. Innovation and knowledge management

• Support to identifying, synthesizing and documenting best practices and lessons learnt directly linked to operations and programme/project management of Santiago network.
• Participate in the organization and conducting of training for the operations/projects personnel.

4. Team Management

• Support the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Manage calendars and correspondences.

Education/Experience/Language requirements

Education

• Completion of secondary school is required.
• First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Experience

• Minimum of 6 (six) years of relevant experience in general administrative, logistics, or operations/support services in national or international public or corporate organizations is required.
• Experience in UN system organizations is desirable.
• Proficiency in computers and office software applications (MS Office/Google Workspace) and experience in handling web-based management systems is required.
• Experience in use of Enterprise Systems is required.

Language

• Fluency in oral and written English is required.
• Knowledge of another UN official language is an advantage.