Project Management Support Senior Assistant

The UNOPS Global Portfolios Office (GPO) brings together diverse expertise to help partners deliver impact worldwide. With hubs in New York, Geneva, and Vienna, and expert teams operating globally, GPO leads multi-regional initiatives that advance sustainable development, climate action, and peacebuilding - including in some of the world’s most challenging environments. By leveraging our collective expertise and global networks, GPO supports UNOPS’ strategic priorities and the Sustainable Development Goals across more than 130 countries. We work closely with major global partners - including governments, international financial institutions, and UN agencies - to deliver a wide range of services, such as project management, fund management, hosting services, and HR support.

Not Required - part of GPO/NYPO

The UNODC Programme Office in Guinea-Bissau requires an Administrative Assistant to provide effective administrative, logistical and operational support to the Office and its programme activities. The position will contribute to the smooth functioning of the Office by supporting administrative processes, procurement and travel arrangements, meetings and events, correspondence, documentation, filing and coordination with relevant UN entities, government counterparts, service providers and other partners.

The incumbent will be expected to work in close coordination with programme and operations colleagues, ensuring that administrative processes are handled efficiently, accurately and in accordance with applicable UN rules, procedures and standards. The position requires strong organizational skills, attention to detail, discretion and the ability to manage multiple tasks and priorities in a professional and timely manner.

The Project Management Support Senior Assistant provides comprehensive administrative and logistical support to the UNODC Programme Office, contributing to the efficient delivery of office operations and programme activities. The incumbent supports administrative processes, travel and meeting arrangements, procurement and logistics, correspondence, documentation, filing, records management and other operational requirements. The position also facilitates coordination with internal and external counterparts and ensures that assigned administrative tasks are completed accurately, efficiently and in accordance with relevant UN policies, procedures and standards.

1. Project Support

• Provide administrative and coordination support to UNODC programmes and projects throughout their planning, implementation, monitoring and reporting cycles, in accordance with UNODC rules, regulations and procedures.

• Assist in tracking programme activities, deliverables, contracts, missions, workshops, meetings and other activities, ensuring timely follow-up and proper documentation.

• Support the preparation of reports, briefing materials, correspondence, meeting minutes and other programme-related documents.

• Maintain programme and administrative tracking tools and ensure that relevant information and records are accurate, updated and properly filed.

• Participate in team meetings and provide updates on administrative and coordination matters. 

2. Travel, Logistics and Workshop Support

• Coordinate logistical arrangements for meetings, workshops, training sessions, conferences, missions and other UNODC activities, including travel, accommodation, venues, catering and related services.

• Support the processing of travel-related documentation and administrative arrangements in accordance with applicable UN procedures.

• Prepare and distribute materials for meetings, workshops and missions, ensuring that logistical arrangements are completed in a timely manner.

• Liaise with service providers, participants, national counterparts and other stakeholders to facilitate the smooth implementation of events and activities.

• Provide logistical support for official missions, field activities and high-level visits as required.

3. Procurement and Administrative Support

• Support administrative and procurement processes, including the preparation and processing of requisitions, purchase orders, contracts and payment requests through relevant UN systems.

• Verify invoices, supporting documentation and deliverables for completeness and accuracy before processing.

• Assist with procurement processes and follow up on contracts, amendments, extensions and payments.

• Maintain well-organized and up-to-date records of procurement, financial and administrative transactions.

• Support the monitoring of procurement, payments and other administrative processes and follow up on pending actions.

4. Administrative and Logistical Support to Senior Management

• Provide administrative and logistical support to the Head of Office and programme staff, including scheduling, meetings, missions and official engagements.

• Support the organization of meetings with government counterparts, UN entities, donors, development partners and other stakeholders.

• Prepare meeting documentation, take minutes when required and follow up on agreed action points.

• Support correspondence, document management, filing and other administrative processes of the Office.

• Perform other administrative and operational duties as assigned by the supervisor. 

5. Knowledge Building and Sharing

• Support the organization and delivery of training, workshops and other learning activities organized by UNODC.

• Assist in compiling, organizing and disseminating programme and administrative information, lessons learned and good practices.

• Conduct basic research and contribute to the preparation of reports, summaries, briefing notes and presentations.

• Facilitate effective information sharing and coordination within the Office and with relevant UNODC colleagues, government counterparts and partners.

• Contribute to a collaborative working environment and the continuous improvement of administrative and programme support processes.

Required

•  Secondary school diploma combined with a minimum of 5 years of relevant professional experience; or First-level university degree combined with a minimum of 1 year of relevant professional experience.

Desired

• Additional professional training or certification in administration, procurement, logistics, project management or related areas. 

Required

• Minimum of 5 years of relevant experience (combined with a Secondary School diploma), or 1 year of relevant experience (combined with a first university degree). 
• Relevant experience should include project/programme support, administrative coordination, logistics, procurement, travel arrangements, reporting or related functions.
• Demonstrated proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other digital collaboration and productivity tools.
• Experience in using web-based management, administrative or enterprise systems. 
• Demonstrated ability to organize multiple tasks, maintain accurate records and provide timely administrative and coordination support.

Desired

• Previous experience working with a United Nations organization or other international organization is an asset.
• Experience working in development, governance, security, justice or humanitarian programmes is desirable.
• Experience working in a multicultural and multi-institutional environment is an advantage.

• 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.