Programme Support Specialist

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.

The New York Portfolios Office (NYPO) manages UNOPS' New York-based portfolios, delivering project and programme management, procurement, HR, and financial services to global partners, from the UN Secretariat to Member States. NYPO strategically positions UNOPS with these partners, fostering collaboration to achieve growth and leveraging expertise in global portfolio design and implementation. We support the broader SDGs and 2030 Agenda, primarily assisting the UN Secretariat and other New York-based UN entities with a global reach. NYPO encompasses the Peace and Security Cluster (PSC), focusing on explosive threat management, and the Sustainable Development Cluster (SDC), providing diverse operational support to the UN system in New York.

Within the Peace and Security Cluster (PSC) of the New York Portfolios Office (NYPO), the Programme Support Specialist plays a vital role in linking field and HQ deliverables, supporting the Head of Project Unit (HPU), who serves as Project Manager for one or more projects within the country or territory, and the Head of Programme (HoP) who serves as Project Executive and supervises the HPU.

Reporting to the HoP, the Programme Support Specialist performs a multi-disciplinary mix of programme and project management, oversight, assurance and control activities which enable the HPU to deliver projects within the specified project tolerances of time, cost, quality, scope, risk and benefits, in accordance with organizational standards and rules.

Assisted by a Programme Support Analyst, the Programme Support Specialist verifies that Implementation Plans are fit-for-purpose, using Legal Agreements and shared understanding of the terms, conditions, and respective roles and responsibilities of the partners/ stakeholders to ensure that project outputs meet the business cases of both UNOPS and its partners.

1. Programme/Project Planning

• As authorised by the HoP, support the HPU in developing and reviewing programme strategies, work-plans and budgets.
• Contribute to project proposals from a project implementability perspective, including development of project budgets and interfacing with partners.
• Liaise with internal stakeholders as part of standard project acceptance processes
• Research and identify potential project opportunities for UNOPS and report findings to the HoP.

2. Programme/Project Implementation and Closure

• Provide inputs to the HPU for developing, completing and updating Implementation Plan(s).
• Implement assigned tasks within approved plan(s) as per tolerances set in Legal Agreements.
• Collaborate with HPUs to ensure that deliverables comply with quality requirements as defined in Implementation Plan(s).
• Monitor project progress. Highlight issues and risks for the attention of HPUs to ensure deliverables are properly delivered on an ongoing basis.
• Advise HoP on mitigating measures / actions against identified risks and issues to ensure benefits maximization for partner(s) and other stakeholders.
• Assist the HPU in managing changes to projects, including amendments of legal agreements and budgets.
• Ensure systematic integration of prevention of sexual exploitation, abuse and harassment (PSEAH) and DEDSI into project implementation, implementing partner oversight and risk management (including PSE capacity assessments and capacity strengthening via risk registers and escalation).

3. Programme/Project Operations

• Support the HPU in drafting requirements definitions for procurement activities.
• Assist the HPU in procurement and contract management of contractors, including supplier performance evaluation.
• Serve as the Employer’s Representative within the FIDIC works contracts (if applicable).
• Assist the HPU in recruitment and administration of project personnel.
• Assist the HPU in the engagement and management of NGOs.
• Assist the HPU in all financial management activities, including managing budgets, developing financial forecasts (at project and programme level), managing financial commitments and disbursements, and monitoring expenditure vs budget.
• Understand and apply UNOPS indirect costs, direct costs, and related corporate charges to projects.
• Support the HPU in the project operational and financial closure process, facilitating formal handover of the project to the closure manager.
• Maintain project files and record lessons learned.
• Foster and role-model a safe and inclusive work environment, respectful of the diversity upon which the UN is based, placing value on perspectives from a broad range of backgrounds, lived experiences, and geographic diversity., Uphold the highest standards of conduct and take decisive action to address behaviours that undermine inclusion, equity and psychological safety through established reporting and escalation mechanisms.

4. Monitoring and Reporting

• Use and improve approved monitoring tools to ensure that all projects are managed and delivered in compliance with organizational policies in general and the Project Management Manual (PMM) in particular.
• Manage reporting obligations defined in the Legal Agreement(s) and Implementation Plan(s).
• Assist the HPU in preparing and issuing regular project and/ or financial reports in accordance with Partner and UNOPS requirements for reporting.
• Together with the HPU and HoP, review project status and evaluate performance criteria (scope, cost, schedule and quality).
• Maintain progress reports as required by UNOPS standard operating procedures.
• Provide routine oversight and analysis of delivery data within the dashboard system.
• Assist the HPU in ensuring all project team members track and regularly update milestones and targets for the duration of projects' life span.

5. Stakeholder Engagement and Communication

• Engage with partners and other programme/ project stakeholders in coordination with the HPU and HoP.
• Develop, implement, track and report on overall effectiveness of project stakeholder communication plans, including ensuring stakeholders are aware of project activities, progress and exceptions and in a position to accept handover outputs.

6. Programme / Project Assurance & Oversight

• Support the HoP in conducting programme and project assurance (i.e. project / programme board meetings, etc.).
• Support the HPU and HoP on project audit activities, including planning, preparation, and coordination during audits and follow up on audit observations/recommendations.
• Support the HoP in managing escalated programme and project-level risks and issues, including drafting highlight and exception reports, memos and letters to third parties, personnel and partners.
• Assist the HoP in providing quality control for management outputs (e.g. project documents, reports, etc).
• Demonstrate visible and accountable leadership on PSEAH and ethical conduct, ensuring prevention and response mechanisms are embedded in project management and implementing partner oversight structures.

7. Capacity Development

• Develop and/or facilitate training and orientation packages for HPUs and other country-based personnel on financial management, procurement, human resource management, asset management, UNOPS tools and systems, etc.
• Develop/draft tools, systems, guidance to improve project development, management and closure, and to more broadly advance PSC’s strategic portfolio and project management goals.

8. Knowledge Management and Innovation

• Continuously research, disseminate and apply fit-for-purpose standards and methodologies in project and programme support at UNOPS.
• Initiate and undertake lessons learned (including but not limited to PSEAH, DEI, GESI, programme implementation, capacity building, stakeholder engagement and innovation), including the sharing, effective filing, and incorporation into future plans the lessons learned by the project(s) and others to improve future delivery and quality, foster continuous improvement, and to strengthen the knowledge and information sharing mechanisms within PSC and across UNOPS, as well as with clients and other key stakeholders.

• Advanced University Degree (Master or equivalent) with 5 years of relevant experience; OR
• A First-level university degree (Bachelor or equivalent) with 7 years of relevant experience is required.

Relevant experience is defined as experience in portfolio management, programme management, project development, or project management.

• Experience implementing development or humanitarian projects in conflict or post-conflict environments is desired.
• Experience advancing workforce inclusion and integrating gender, social inclusion, and PSEAH/safeguarding into project implementation and implementing partner oversight is desired.

• 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.