Background Information - Job-specific
South East Asia Multi-Country Office (EAPMCO)
The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.
In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.
The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.
UNOPS in Papua New Guinea
The EAPMCO Papua New Guinea was established in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.
As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.
Project Background: IMPACT Health Project
The National Department of Health (NDOH) is responsible for improving access to and outcomes from health services in Papua New Guinea in accordance with the National Health Plan (NHP) 2011 - 2030. A key function of NDoH is the procurement, supply and distribution of pharmaceutical drugs and other medical supplies to all public hospitals, health centres and aid posts. Such supplies are grouped into two types, General Hospital Orders and Medical Kits. Significant problems remain in the delivery of medical supplies to health facilities at rural and provincial levels throughout the country. The strengthening of medical supplies procurement and distribution is a key result area of the National Health Plan.
This assignment relates to the provision of technical assistance services under Subcomponent 1.4 of the “Improving Access to and Value from Health Services in PNG: Financing the Frontlines Project” (IMPACT Health), signed between the World Bank and the Government of PNG on 22 July 2022, and will focus on strengthening the capacity of the NDOH procurement function. This engagement contributes to Component 1 - Increase service delivery readiness and community-based service delivery, and Component 2 - Improve frontline service delivery performance of the IMPACT Health Project.
The objective of the project is to enhance the procurement and contract management capabilities of NDOH and the Provincial Health Authorities. Support will particularly focus on procurement management related to infrastructure improvements, facility rebuilds or refurbishment and bio-medical equipment. The project team will provide critical support to assist NDOH in its objective to improve the condition and operation of health facilities across the country.
The project will also design and cost a plan to improve existing inventory controls and procurement systems. Resulting in an improved health procurement and supply chain system that meets public health service demands.
The Role:
Under the overall guidance and supervision of the Procurement Advisor, the Project Management Support Senior Associate is to support the day-to-day operations of the project and to provide administrative support to the NDOH Procurement section. He/she is expected to excel in project management, administration and logistical support.
The incumbent will be based in the Commercial Support Services Division of the National Department of Health (NDOH) in Port Moresby, Papua New Guinea.
Functional ResponsibilitiesReporting to the Procurement Advisor from UNOPS and under the technical supervision of NDOH counterparts, the incumbent will be responsible for the following:
1. Project Implementation
Provide administrative assistance in the procurement of goods, works and services or outsourcing NDOH services related activities to efficiently and effectively deliver health services. Coordinate vendor communications, meetings, and reports as necessary for both NDOH and the project team. Support the Procurement Advisor in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress. Manage information flows and oversee change controls, risk registers and issue management; document and feedback lessons learned and best practices. Assist the Procurement Advisor in monitoring of the project quality indicators and undertaking monthly assurance tasks.2. Financial and procurement management
Maintain all supporting project financial documents for audit and review processes. Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system. Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan and advise the Procurement Advisor accordingly. Take relevant action when required to revise budgets (realignment and amendment); Process direct payments and advance requests and prepare project budget revisions. Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements. Assist NDOH in the preparation of budgets or with costings.3. Project monitoring and reporting
Provide substantive inputs to assist the Procurement Advisor in the preparation of project reports and documents. Maintain records of project files and other supporting documents. Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager Monitor and record activities including best practices and innovative approaches. Prepare reports both for NDOH and for UNOPS related to the project progress, according to need.5. Operational and Logistics Support
Coordinate meetings, workshops, trainings as required, and maintain records of these meetings. Support NDOH with preparations for governance meetings, preparing agendas and meeting papers. Assist in planning, organizing and carrying out all necessary works, services and resources as delegated by the Procurement Advisor or NDOH management. Manage and collate Vender Market Research and provide cost analysis. In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable; Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure; Support development and maintenance of OneUNOPS based management information systems to ensure real time tracking and asset management under the project activities; Support the Procurement Advisor in the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required; Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment; Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval; In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team Liaise with finance and logistics/procurement units in tracking commitments and disbursements. Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action. 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.Education:
A secondary education or high school diploma is required. Technical/Professional License or Diploma, First university degree or higher degrees in Accounting, Project Management, Procurement, Supply Chain Management, Business Administration, Management, or relevant fields is preferred and may substitute some of the required years of experience.Experience:
Minimum seven (7) years of relevant work experience, specifically in the field of Project Management with a focus on monitoring, recording, reporting, and coordination or related fields, with a high school diploma is required. Experience in Procurement and sound knowledge of procurement processes, strongly desirable. Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management, and administrative rules and regulations will be an advantage. Some experience with PNG Government institutions and/ or in the UN system organisations is preferable.Language:
Full working knowledge of the English language is required.
Contract type, level and durationContract type: LICA Contract level: ICS-7/LICA-7 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
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. For more information on a retainer contract 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.