Support Services Associate

1. Planning, Reporting and Optimization:

• In close coordination with the PMSS, drive the preparation of the annual procurement and administration work plan; conducts stakeholder consultations to identify requirements, drafts the comprehensive plan, and verifies budget availability and resource alignment.
• Develop and maintain robust monitoring tools to track execution against annual work plans and key performance indicators (KPIs); synthesize operational data to produce regular progress reports and analytical summaries of spend patterns, operational bottlenecks, and resource utilization to support management decision-making.
• Draft the annual performance report evaluating the execution of IPMG and PG procurement and administrative plans, synthesizing key outcomes, spend analytics, and actionable insights for management.
• Maintain a lesson learned register for procurement and administrative activities to systematically drive continuous process improvement and operational learning across the unit.
• Translate analytical findings into actionable recommendations; actively collaborate on process optimization initiatives by providing on-the-ground operational insights to enhance service delivery. This includes contributing to the revision and maintenance of the IPMG Support Services RACI matrix to clarify team accountabilities across procurement, administration, and on/off-boarding workflows.
• Draft and continuously maintain Standard Operating Procedures (SOPs) and comprehensive operational guidelines across all relevant support service areas to ensure newly optimized workflows are properly documented.

2. Administration & Operational Support:

• Triage incoming and outgoing communications across OSU and IPMG shared inboxes; manage the IPMG event calendar and ensure timely, prioritized routing and resolution of operational queries.
• Ensure correct access to all IPMG and PG email groups, inboxes and spaces, as well as any other platforms as requested.
• Manage the software and digital services access.
• Maintain filing systems and electronic records, especially the Google Team Drives pertaining to administration, procurement, and financial transactions and budget corrections.
• Manage IPMG and PG assets and the IPMG library. Liaise with ICT helpdesk for the maintenance of IT equipment, licenses and digital services.
• Provide budget estimations based on market research, and lead the coordination, logistics, and implementation (including associated procurement) for internal events including strategic offsites, team-building events, workshops and trainings.
• Provide clerical support, including but not limited to managing team meeting invitations and room bookings, taking meeting minutes, registering visitors, entering requests in the various UNOPS portals and tools.
• Administer the IPMG and PG emergency call trees to ensure continuous operational readiness. Leverage established BigQuery datasets and digital tools to systematically update the system in alignment with personnel turnover, ensure regular team communication, and lead annual testing.
• Conduct research and analyze data to draft a wide variety of comprehensive reports, strategic presentations, correspondence, and operational documents to support management.
• Act as the travel focal point for IPMG and PG at Directors’ level, as necessary.
• Coordinate with the IPMG and PG Petty cash custodians for the acquisition of goods online and prepare the Mastercard form or facilitate the use of Petty cash as applicable.
• Manage the end-to-end logistical and operational delivery of workshops and training sessions at UN HQ for external audiences. Partner with the Headquarters Administrative unit and the event coordinator to oversee agenda set-up, facility management, budget tracking, and comprehensive participant guidance.

3. HR Support:

• Manage and streamline all administrative onboarding and offboarding workflows, ensuring a seamless, timely, and compliant experience for all incoming and departing personnel.
• Maintain operational line-item ownership of all onboarding and offboarding tasks tagged to the position within the overarching IPMG-PG HR Work Plan, ensuring real-time status updates, data accuracy, and timely completion in the system.
• Compile data and draft monthly HR briefings on incoming and departing personnel for internal communication and planning purposes.
• Serve as the IPMG focal point for the Buddy Program, coordinating matchings and orientation support for new team members.
• Lead the bi-annual review of the IPMG-PG onboarding package and ensure the base knowledge for new comers is up-to-date.
• Execute targeted HR support activities for the Corporate Retainer Pool, including contract extensions, cost distribution adjustments, and Certificate of Payment verification.

4. Procurement of IPMG and PG goods and services:

• Act as the primary procurement official for IPMG and PG, independently planning and executing unit-level procurement processes.
• Define procurement strategies in collaboration with the project manager, upon review of the procurement plan, ensuring they contain relevant sustainability considerations, where relevant.
• Guide and support requesters in defining requirements, providing expert operational guidance to review and refine draft terms of reference and technical specifications, ensuring clarity, market suitability, and full compliance with standard procurement formats prior to sourcing.
• Lead the sourcing process and market research, if applicable.
• Prepare solicitation documents and manage the solicitation process.
• Carry out and facilitate the evaluation of submissions as part of the evaluation team.
• Prepare the recommendation for award and submit case to review body, if applicable.
• Execute all end-to-end system transactions in oneUNOPS, including vendor registration and maintenance, requisition creation, contract drafting, Purchase Order (PO) issuance, and payment requests upon verification of deliverables.
• Ensure strict compliance with corporate policies across all acquisitions, verifying adherence to Information Technology Group (ITG) standards for software and digital service purchases, and coordinating with Legal or the Procurement Group (PG) for standard contract template clearances when required.
• Undertake contract management duties, particularly from an administrative point of view including contract registration, in support of the project manager/requisitioner. Support supplier performance management, including tracking performance metrics as per service-level agreements.
• Compile complete supporting documentation to enable supplier/vendor payment process.

5. Budget & Financial Management Support:

• Systematically monitor non-personnel expenditures against system and offline commitments, and update the budget tracking sheet accordingly on a monthly basis. Highlight risks and payment delays as they arise, and execute follow-up actions as agreed with the supervisor.
• Prepare General Ledger Journal Entries (GLJEs) with complete supporting documentation, managing end-to-end follow-ups with the Finance Group through to posting.
• Maintain the retainer payments monitoring table, and conduct regular, systematic follow-ups to ensure retainer payments are processed in a timely manner.
• Financial Closure: Contribute to the year-end financial closure exercise by coordinating the timely payment and processing of all assigned outstanding commitments.

6. Knowledge building and knowledge sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on areas of expertise.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating best practices in his/her area of work.
• Collect feedback, ideas, and internal knowledge about processes and best practices and put to use productively.
• Undertake research on a range of issues related to portfolio support and provide content for notes/reports including quarterly and year-end reports for monitoring, statistical and review purposes by management.