Under the guidance and supervision of the Project Manager, the Project Management Support Associate will be responsible for providing support in budget planning, preparation, allocation and monitoring to ensure the availability and effective/optimum utilization of Project Funds. Work will be in accordance with UNOPS Zambia Office financial resources and to the project plans and approved allocations, and in compliance with UNOPS Financial Rules and Regulations.
Responsibilities:
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).
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.
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.
Requirements:
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.
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 the regulations and policies of the UNOPS is an asset
Experience in providing project management support in capacity-building projects is an asset.
Fluency in written, reading and spoken English is required.
