Project Management Support - Senior Associate

Job Highlight

Supporting project success through seamless support and operational excellence and supporting coordination and implementation of EU-GOJUST III Justice Zone activities across Philippines.

About The Project Office

Established in 2016, UNOPS Philippines supports the government and development partners in advancing sustainable development through services including sustainable procurement, project and grant management, infrastructure, and logistical support. UNOPS projects in the Philippines focus on key areas such as governance, justice, health, and infrastructure, with a strong emphasis on capacity building, community resilience, and accelerating progress toward the Sustainable Development Goals (SDGs).

Role Purpose

The Project Management Support Senior Associate provides technical, administrative and logistical support to ensure the efficient and effective delivery of project operations. The incumbent contributes to the coordination and execution of day-to-day project management processes, ensuring compliance with UNOPS standards and procedures. Working closely with the UNOPS EU-GOJUST Senior Project Manager, PMS SO and the EU-GOJUST Senior Advisor under IDLO, the Project Management Support Associate (PMSSA) for Justice Zone Coordination supports the implementation of the Specific Objective 1 (SO1): Justice Coordination component of EU-GOJUST III. The role contributes to strengthening more coordinated, efficient, gender-sensitive, and people-centered justice services by supporting engagement with Justice Zones (JZs) and key justice sector institutions across the Philippines. The PMSSA assists in coordinating activities across the existing 19 Justice Zones, with anticipated expansion to up to 30 additional JZs during the programme’s implementation. The position supports the implementation of interventions aimed at strengthening the capacity of Justice Zone Working Committees and facilitating localized justice sector reforms in line with the programme’s approved work plan.

The PMSSA provides technical, administrative, and operational support to ensure effective project delivery, including assisting in the coordination of planned activities, partner capacity development initiatives, and the monitoring of programme implementation across the Justice Zones. The role also supports the coordination of Justice Zone Coordinators in areas such as budget planning, operational support, monitoring, and reporting for the SO1 component, ensuring alignment with approved programme work plans and budgets. Through strong coordination, compliance with UNOPS project management standards, and a client-focused approach, the PMSSA contributes to the efficient and timely implementation of EU-GOJUST III activities and the achievement of programme results. The role is client-focused and results-oriented in supporting timely project implementation.

Functions / Key Results Expected

Reporting to the Senior Project Manager, the Project Management Support Senior Associate will be responsible for the following:

• Project Monitoring and Reporting
• Support the supervisor in monitoring project implementation and financial performance to ensure compliance with UNOPS rules, regulations, and reporting standards.
• Support the tracking of project budgets under the SO1 (JS Workstream), cash flow, and expenditures. Identify variances, propose budget revisions, and initiate corrective actions when necessary.
• Record project data and updates in relevant logs and registers, ensuring information accuracy for reporting and audits.
• Take minutes of meetings, track action points, and assist in compiling periodic project performance reports and completion reports
• Support the EU-GOJUST joint program team in detailing the monitoring, evaluation, and learning plan for the justice sector coordination component (SO 1);
• Support in the data gathering for baseline, periodic monitoring, and evaluation as contained in the Program MEL plan
• Support in updating the database and means of verification evidence for the MEL
• Project Implementation and Delivery Support
• Support in the coordination of the EU-GOJUST III Justice Sector Workstream or SO1 component in the implementation of the annual plans for the local justice coordination, including implementation of justice sector initiatives, in accordance with the PSC approved workplan and budget.
• Assist in day-to-day project execution, ensuring adherence to UNOPS project management methodologies, financial regulations and quality standards.
• Support the preparation, amendment, and monitoring of project work plans, agreements and budget revisions.
• Facilitate communication between partners, service providers and internal teams to ensure the timely delivery of project activities.
• Track project milestones, risks and issues, maintaining updated records and assisting with mitigation planning.
• Support preparation and review of contractors’ invoices, verification of supporting documents, and coordination of deliverables.
• Contribute to identifying operational or administrative bottlenecks and propose practical solutions to enhance project efficiency.
• Operational and Administrative Support
• Provide administrative assistance in project operations, including HR coordination, procurement planning and logistical arrangements.
• Support the preparation of Terms of Reference (ToRs), contracts and purchase orders. Review supporting documentation before submission for approval.
• Coordinate and organize workshops, trainings, meetings and missions, ensuring timely logistical, financial and travel arrangements.
• Liaise with Finance, HR and Procurement units to process payments, monitor commitments, and ensure compliance with internal control systems.
• Maintain project correspondence, records and filing systems in accordance with UNOPS document management policies.
• Support onboarding, induction, and contract management processes for project personnel and consultants.
• Financial and Procurement Management
• Assist in the preparation of project budgets, forecasts, and expenditure reports, ensuring accuracy and timely submission.
• Monitor financial transactions, disbursements, and vendor payments in alignment with UNOPS Financial Rules and Regulations
• Coordinate procurement processes, including requisition preparation, evaluation support, and tracking of contracts and purchase orders.
• Facilitate communication with vendors, manage documentation for procurement and financial activities, and ensure timely service delivery.
• Support project audits by maintaining complete financial documentation and assisting in implementing audit recommendations.
• Knowledge Building and Sharing
• Support the organization, facilitation and delivery of training and learning sessions on project management.
• Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
• Conduct research on project management-related topics and contribute to the drafting of reports, summaries and briefing notes
  
  

• Secondary school (or equivalent) with 7 years of relevant experience OR
• Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.
  
  

• A globally or nationally recognized professional certificate is desired.
  
  

• Relevant experience is work in project management or related areas.
• Demonstrable proficiency in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
  
  

• Experience in working in the Justice Zone and supporting the planning and implementation of activities with justice sectors.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.
• Field experience or exposure to local and national levels of planning, implementation, and monitoring multi-stakeholder programs/projects is an asset.
• Experience in producing project and activity documentation reports is desired.
• Experience in preparing and coordinating partner and project reporting processes is an advantage.
• Experience in workshop/seminar/events facilitation, management, and facilitation is an asset.
• Experience in networking with development partners, justice sector agencies, local government units, and national agencies (regional or local offices) in the Philippines is an advantage