Management Support Senior Officer (People & Culture)

The People and Culture Group (PCG) positions UNOPS as a people-centered, high-performing organization by driving the development of HR policies, talent frameworks, and inclusive practices aligned with the strategic plan. Through the Integrated People Strategy, PCG empowers personnel, fosters an engaging and inclusive work culture, and enables the delivery of sustainable development solutions. Partnering closely with UNOPS leadership, PCG delivers on the organization’s People Goals—shaping culture, nurturing leaders, enabling flexibility and fairness, building future-ready teams, and setting people up for success. Core capabilities include strategic HR partnering, policy integration, and process simplification through digitization. PCG prioritizes leadership development, workforce diversity, personnel well-being, and innovation in HR practices. By focusing on culture transformation and talent excellence, PCG ensures that UNOPS remains agile, equitable, and capable of delivering results in complex operational environments.

The Management Support Senior Officer (People & Culture) plays a critical enabling role in ensuring the efficient, responsive and professional functioning of the People & Culture Group (PCG). Through proactive executive coordination, stakeholder engagement, operational and resource management, knowledge sharing and continuous improvement, the incumbent enables the Director and PCG leadership to focus on strategic People & Culture priorities while ensuring operational requirements are anticipated, coordinated and delivered effectively.

The role requires close collaboration with PCG leadership, People Business Partners and colleagues across the Group, as well as effective coordination with Finance, Procurement, ICT, Global Shared Services Centre (GSSC), Security and other corporate services functions. The incumbent may also be required to engage, as authorized by the PCG Director, with UN City management, external service providers, vendors and contractors to facilitate seamless operational support.

In performing these functions, the HR & Management Support Senior Officer exercises sound professional judgement and maintains confidentiality

The Management Support Senior Officer (People & Culture) serves a dual role, providing proactive executive support to the PCG Director and functional coordination of operational activities across the People & Culture Group (PCG).

In its executive support capacity, the incumbent facilitates the effective functioning of the Director’s Office by coordinating leadership priorities, commitments, information and decision-making processes, anticipating needs and ensuring timely follow-through.

In its functional coordination capacity, the incumbent supports the planning, monitoring and delivery of PCG operations across financial, administrative, logistical and people-related functions, as well as information management and business continuity. Working collaboratively with PCG teams and relevant corporate functions, the incumbent coordinates operational requirements, resolves issues and promotes effective service delivery.

Beyond day-to-day coordination, the role contributes to operational analysis, resource planning, management reporting and process improvement. Under the guidance of the PCG Director or designated senior manager, the incumbent assesses operational challenges, develops evidence-based recommendations and leads defined improvement assignments or supports broader initiatives.

Through sound professional judgement, initiative and cross-functional collaboration, the incumbent strengthens operational efficiency, accountability and continuity, enabling PCG leadership to focus on strategic priorities

1. Executive Support

• Proactively support the Director in the management of priorities, schedules, deadlines, meetings, missions, retreats, events and other leadership commitments.
• Anticipate upcoming requirements and provide timely reminders, information and coordination to enable effective decision-making and preparation.
• Coordinate leadership meetings, missions and engagements, including preparation, documentation, action tracking and follow-up..
• Maintain appropriate systems for tracking decisions, actions, deadlines and commitments arising from meetings and leadership discussions.
• Prepare and consolidate reports, presentations, correspondence and briefing materials to support leadership activities and decisions. .
• Support the effective flow of correspondence and requests requiring the Director’s attention, ensuring that matters are appropriately prioritized and routed.
• Facilitate access to the Director in a professional and enabling manner, exercising sound judgement regarding urgency, relevance, confidentiality and appropriate referral.
• Manage requests requiring the Director's attention, exercising judgement, discretion and initiative in prioritization and referral.
• Own and deliver administrative and logistical support PCG leadership meetings, retreats, workshops and other organizational engagements.
• Identify emerging operational issues, assess implications and propose practical solutions for the attention of the Director.

2. Operational and Resource Analyses

• Undertake defined analyses of PCG operational performance, expenditure trends, resource requirements and service-delivery challenges to identify risks, variances and opportunities for improvement.
• Prepare evidence-based briefings, management reports and recommendations, synthesizing findings, comparing feasible options and highlighting assumptions, trade-offs and expected outcomes.
• Collaborate with Finance, Procurement and other technical specialists to validate findings, assess feasibility and ensure alignment with organizational requirements.

3. Cross-functional Coordination and Stakeholder Collaboration

• Coordinate operational priorities, requests and initiatives across PCG, HQ functions, UN City and relevant service providers.
• Facilitate collaboration among stakeholders, clarifying responsibilities, dependencies, deadlines and expected deliverables.
• Support implementation of PCG priorities through progress tracking, communication, issue resolution and timely escalation.
• Ensure that requests are appropriately directed to the responsible PCG or corporate focal point and that follow-up is undertaken where required.
• Maintain constructive working relationships with stakeholders and promote a responsive, solutions-focused service orientation.
• Proactively identify recurring coordination issues, bottlenecks or gaps and bring these to the attention of the Director with recommendations for improvement.

4. Financial, Budget & Resource Management

• Assist the HR Coordination & Communications Specialist in monitoring PCG budget utilization and maintaining accurate cost centre and financial records.
• Support the consolidation of PCG budget requirements and expenditure information for annual planning and budget revisions.
• Track expenditure against approved budgets and work plans, flagging variances and emerging issues for further review.
• Compile financial information and prepare routine reports to support the Director’s oversight of PCG resources.
• Review invoices and supporting documentation, and provide colleagues with guidance on cost centres, GLAs and established financial procedures.
• Support the monitoring of extra-budgetary resources, agreements and cost plans in accordance with applicable policies and procedures.
• Facilitate the timely processing of financial transactions and payments by coordinating with relevant colleagues and service providers.
• Maintain up-to-date records of financial commitments, cost centres, contracts and relevant expiry dates.
• Contribute to resource planning by compiling information on expenditure trends, upcoming requirements and potential efficiencies.
• Assist colleagues in understanding and applying relevant financial processes, procedures and requirements.
• Produce periodic resource-performance analyses for management, explaining trends, assumptions, uncertainties and possible corrective actions.

5. Travel & Mission Coordination

• Coordinate PCG Director travel arrangements in accordance with approved budgets and applicable UNOPS policies, rules and procedures.
• Review travel plans and mission requirements and identify opportunities for efficient use of resources.
• Process travel authorizations, claims, DSA and related documentation through the applicable UNOPS systems.
• Verify that travel requests and claims are supported by appropriate information and are compliant with applicable requirements.
• Monitor PCG travel expenditure and provide regular information to the Director on actual expenditure against budget.
• Maintain accurate travel records and relevant supporting documentation.
• Serve as a focal point for coordination with travel service providers and relevant corporate counterparts.
• Provide training and guidance to PCG colleagues on travel processes, tools and requirements.
• Identify recurring travel-related issues and support improvements to planning, compliance and efficiency.

6. Procurement, Contracts & Vendor Management

• Coordinate procurement activities for vendors and service providers in accordance with UNOPS procurement rules and procedures.
• Support the preparation and processing of procurement requests, quotations, bids, purchase orders and related documentation.
• Liaise with Procurement and other technical counterparts where specialist advice or intervention is required.
• Maintain an accurate overview of PCG contracts, vendors, service providers, commitments, invoices and payments.
• Monitor contract timelines, deliverables and relevant administrative requirements and flag upcoming expiries or issues.
• Support timely processing of invoices and other contractual payments.
• Provide practical guidance to PCG colleagues on procurement processes and requirements.
• Maintain appropriate records to support transparency, accountability and effective contract management.
• Identify opportunities to streamline procurement and vendor-management processes.

7. Facilities & Operational Infrastructure

• Serve as a focal point for PCG facility-related matters.
• Liaise with UN City management, HQ Administration, ICT and other relevant service providers on matters affecting PCG.
• Coordinate requirements relating to office space, equipment, access, supplies and other operational infrastructure.
• Facilitate the processing of relevant UN forms, grounds passes, access arrangements and other administrative requirements.
• Monitor recurring facilities or infrastructure issues and coordinate appropriate resolution.
• Promote efficient and effective use of available PCG infrastructure and resources.
• Maintain appropriate records of operational arrangements and requirements.

8. People Operations & Onboarding

• Coordinate onboarding activities for new PCG personnel in collaboration with hiring managers and relevant corporate stakeholders, including Administration, IT, HR, BSSC and Security.
• Develop, maintain and update onboarding guidance, checklists, information and communication materials.
• Coordinate onboarding requirements for senior personnel, including personnel at P5 level and above, as appropriate.
• Support colleagues with information relating to visas, relocation and other administrative requirements, referring specialist matters to the appropriate expert.
• Maintain and continuously improve the PCG Handbook and onboarding materials.
• Work with PCG stream leads to ensure that onboarding is consistent while allowing for appropriate role-specific requirements.
• Support the onboarding of JPO cohorts and other groups of personnel where required.
• Ensure that relevant access, systems, group mailboxes, shared drives and operational arrangements are established in a timely manner.
• Gather feedback from new colleagues and stakeholders and use it to improve the onboarding experience.

9. Information, Knowledge & Business Continuity Management

• Maintain appropriate PCG repositories, records and information-management systems.
• Ensure that key documents, correspondence, decisions, procedures and operational records are appropriately organized and accessible.
• Maintain PCG’s business continuity plan, emergency protocols and relevant personnel contact information on behalf of the Director.
• Coordinate periodic review and updating of business continuity and emergency arrangements.
• Manage appropriate access and permissions for PCG group mailboxes, shared drives and other relevant information repositories.
• Ensure that new personnel receive appropriate access to systems and information required for their roles.
• Develop, maintain and update Standard Operating Procedures and process documentation for key PCG operational processes.
• Support quality management system updates and other relevant organizational documentation.
• Promote effective knowledge sharing and continuity of institutional knowledge across PCG.
• Identify opportunities to simplify, standardize and improve information-management practices.
• Support assessment of operational risks affecting PCG service delivery, resource availability and business continuity.
• Review relevant operational data, continuity arrangements and identified vulnerabilities using established organizational methodologies.
• Prepare risk summaries and proposed mitigation measures for management review.
• Monitor implementation of agreed corrective actions and report on outstanding issues.

10. Continuous Improvement & Operational Effectiveness

• Regularly review PCG administrative and operational processes to identify opportunities for simplification and improvement.
• Use data, feedback and operational experience to identify recurring issues and propose practical solutions.
• Develop or improve tracking tools, workflows, templates, checklists and other mechanisms that improve visibility and follow-through.
• Document lessons learned and translate them into improved procedures and ways of working.
• Support the implementation of agreed improvements across PCG.
• Promote consistent application of agreed processes while remaining responsive to changing organizational requirements.
• Contribute to a culture of learning, collaboration, responsiveness and continuous improvement.
• Take initiative to resolve issues within the scope of the role and escalate matters appropriately where decisions or specialist expertise are required.

Required

Bachelor’s degree (or equivalent) in Business Administration, Public Administration, Management or other disciplines with 4 years of relevant experience OR Master’s degree (or equivalent) in any of the above or other disciplines with 2 years of relevant experience is required. 

Required

• Relevant experience in administration, executive support, operations, coordination or a related field is required.
• Experience supporting senior leadership or a senior management office is required.
• Experience working across multiple functions and coordinating with corporate service providers is required. 

Desired

• Experience with financial administration, budgeting, procurement, travel and/or contract administration is desirable.
• Experience developing procedures, tracking systems, knowledge-management tools or operational improvements is desirable. 
• Experience working in an international, multicultural or UN environment is an asset. Experience using UNOPS policies, rules, procedures and systems is an asset.

• UNOPS does not accept unsolicited resumes. 
• 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. 
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• 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.