Project Management Support Associate

Job Description

Dutystation: Lusaka, Zambia

Functional responsibilities

1. Administrative and General Support:

Establish and maintain effective working relationships with stakeholders (e.g., UNOPS ESAMCO support units, ZEMA, Implementing Partners, Government ministries, and UN agencies).
Assist with drafting correspondence, briefing notes, and responses to external requests.
Provide accurate and timely information on project processes, pending issues, and progress to the Project Manager and other stakeholders.
Maintain records of administrative, financial, and logistical activities of the project.
Provide administrative and logistical support for missions, meetings, and events, including organization of travel (tickets, hotel bookings, transfers, visas, DSA processing).

2. Procurement Support:

Maintain and update a procurement monitoring system and provide feedback on purchase requests and orders.
Support the preparation and monitoring of procurement plans in collaboration with the Procurement Unit.
Review requisitions for completeness and adequacy of specifications, and assist in drafting Terms of Reference, Statements of Work, and technical specifications for goods and services.
Support the preparation of solicitation documents (EOIs, RFQs, ITBs, RFPs) through UNOPS e-sourcing, ensuring compliance with templates and approval processes.
Assist in reviewing and evaluating bids or proposals, preparing analysis for contract award, and drafting contracts or amendments.
Liaise with vendors during the procurement cycle; follow up on delivery and ensure receipt of proper documentation (RIRs, delivery notes, certificates).
Conduct basic market research to identify sources of supplies in line with UNOPS procedures.
Maintain vendor information, ensuring records on performance evaluation and compliance are updated.

3. Operations Portfolio Planning and Administration:

Provide administrative, financial, and logistical support to project operations, ensuring compliance with UNOPS financial rules and regulations.
Support project budget preparation, revisions, monitoring of expenditures against allotments, and reporting on variances.
Regularly liaise with finance to track expenditures, ensure funds are available, and identify potential bottlenecks.
Assist in maintaining accurate project data for monitoring and evaluation purposes.
Support asset management activities, including registering, tracking, and reporting of project equipment in line with UNOPS Asset Management Policy.
Facilitate timely preparation and submission of inventory reports and assist with physical verification of assets.
Provide operational support for workshops, conferences, and retreats as required.
Support project closure processes, ensuring all administrative, financial, and asset-related requirements are met.

4. Grant and Partnership Support (if applicable):

Provide administrative support to calls for proposals, ensuring compliance with UNOPS procedures.
Assist in collection, review, and organization of partner/grantee submissions and support the work of selection committees.
Support monitoring of grant performance, tracking deliverables, and ensuring timely submission of reports by implementing partners.
Facilitate disbursement of funds to grantees and ensure accurate documentation of transactions.
Assist with preparation of financial and narrative reports on grants, ensuring timely submission in accordance with project schedules.
Draft simple agreements, contracts, or amendments with partners for review and clearance.

Impact of results:

The key results directly affect the achievement of project results by supporting effective coordination, tracking, and implementation of DRE project activities. By ensuring that project milestones are well documented, reported, and monitored, the Project Management Support Associate reinforces the visibility and image of UNOPS as an effective service provider in energy access and infrastructure delivery, strengthening its position as a partner of choice in sustainable development.

The role strengthens the visibility and credibility of UNOPS as a reliable partner in energy access and infrastructure delivery, reinforcing its ability to implement climate-resilient, high-impact solutions in support of Zambia’s development agenda.

Specific impacts include:

Improved coordination and flow of information across project stakeholders and implementing teams.
Enhanced delivery and monitoring of project outputs, particularly related to procurement, site readiness, and installation timelines.
Reinforced UNOPS positioning as a trusted partner in renewable energy access and public infrastructure management.

Education/Experience/Language requirements

Education:

Completion of secondary education is required.
A first-level University Degree (Bachelor’s Degree) in Procurement, Business Administration, Public Administration, Finance, Economics or related field will be an asset and may substitute some of the required years of experience.
Professional certification in accounting is an asset

Experience:

Minimum of 6 years of relevant work experience with completion of secondary education or, a minimum of 2 years of relevant work experience required with bachelor’s degree in administrative and financial project support is required.
Knowledge of UNOPS ERP is an asset
Knowledge of the regulations and policies of the UNOPS is an asset
Experience in providing project management support in capacity-building projects is an asset.

Language:

Fluency in written, reading and spoken English is required.