Project Management Support - Senior Assistant (Grant Management) - LICA5

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

Background: UNMAS Syria

Operating under the mandate of Security Council resolution 2165 (renewed in 2017 with SCR 2393) allowing cross-border assistance in Syria, UNMAS deployed the Syria Response programme at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for the Syria Response, working in support of the mine action response within Syria.

UNMAS provides leadership for the humanitarian mine action sector, working to reach affected civilian populations through the expansion and provision of humanitarian mine action services inside Syria, strengthening participatory approaches to programming, and mainstreaming mine action into wider humanitarian activities.

In Syria, 8.2 million people live in communities reporting explosive hazard contamination; men, women, and children, are exposed to the threat of debilitating injuries and death on a daily basis. According to the 2018 HNO, 2.9 million people inside Syria live with a permanent disability and there are 30,000 new conflict-related trauma cases per month leading to thousands of permanent disabilities requiring long-term and multi-dimensional support. Protracted conflict has eroded and overburdened the health system in Syria, so that large gaps remain in the provision of post-operative rehabilitation care. The conflict in Syria has been characterized by the extensive use of explosive weapons. Between January 2015 and May 2018, an average of 165 explosive hazard incidents were reported per day across the country.

Functional Responsibilities

Under the supervision of the Head of the Project Unit, the Project Management Support - Senior Assistant (Grant Management) will be responsible for the following duties and responsibilities:

• Support the preparation and administration of grant agreements: Assist in drafting, reviewing, and finalizing grant awards, agreements, amendments, and other related documents. Ensure all required documentation is assembled and properly organized, and facilitate the collection of necessary signatures and approvals.
• Track and manage reporting timelines: Monitor grant reporting schedules and proactively follow up with implementing partners (IPs) and relevant programme teams on upcoming, pending, or delayed submissions. Ensure timely delivery of required reports in accordance with grant terms.
• Liaise with the Programme Unit: Maintain regular communication with Programme colleagues regarding the status of ongoing grants. Identify and flag operational or compliance issues to the appropriate team leaders for timely resolution.
• Review and process implementing partner reports: Provide support in reviewing various types of reports submitted by IPs, including financial and asset reports. Assist in the preparation of grant management checklists and ensure all reports meet the required standards.
• Support the preparation of internal reports and data requests: Assist in generating monthly grant management reports, compiling data, and producing ad hoc reports or summaries as requested by the Project Unit or other stakeholders.
• Assist with the management of Calls for Proposals: Support the processing of Calls for Proposals and Concept Notes by uploading documents, acknowledging receipt of submissions, maintaining records, and updating the proposal database.
• Coordinate with the Support Services team: Provide timely and accurate information to the Support Services Officer on grant-related financial transactions, upcoming payments, and the status of new or existing grant agreements.
• Support project closure activities: Assist in the administrative closure of completed projects, including ensuring audits are conducted where required, final reports are reviewed and cleared, and asset disposition is properly managed in line with organizational procedures.
• Maintain and update grant management tools: Support the tracking and updating of grant monitoring tools, including the Implementing Partner (IP) performance or traffic light reports, to ensure effective oversight and follow-up.

Education/Experience/Language requirements

Education:

• Bachelor’s degree or equivalent with 1 year of relevant experience; OR
• High School diploma or equivalent with 5 years of relevant experience.

Relevant work Experience:

• Relevant experience is defined as experience working in grant management, programme support, project management, or other related areas.
• Experience working with International Organizations, Donors, or NGOs is desired.

Language Requirements:

• Fluency in English (writing, speaking and reading) is required.
• Fluency in Arabic (writing, speaking and reading) is required.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.