Management Support Senior Officer (People & Culture)

1. Executive Support

• Proactively support the Director in the management of priorities, schedules, deadlines, meetings, missions, retreats, events and other leadership commitments.
• Anticipate upcoming requirements and provide timely reminders, information and coordination to enable effective decision-making and preparation.
• Coordinate leadership meetings, missions and engagements, including preparation, documentation, action tracking and follow-up..
• Maintain appropriate systems for tracking decisions, actions, deadlines and commitments arising from meetings and leadership discussions.
• Prepare and consolidate reports, presentations, correspondence and briefing materials to support leadership activities and decisions. .
• Support the effective flow of correspondence and requests requiring the Director’s attention, ensuring that matters are appropriately prioritized and routed.
• Facilitate access to the Director in a professional and enabling manner, exercising sound judgement regarding urgency, relevance, confidentiality and appropriate referral.
• Manage requests requiring the Director's attention, exercising judgement, discretion and initiative in prioritization and referral.
• Own and deliver administrative and logistical support PCG leadership meetings, retreats, workshops and other organizational engagements.
• Identify emerging operational issues, assess implications and propose practical solutions for the attention of the Director.

2. Operational and Resource Analyses

• Undertake defined analyses of PCG operational performance, expenditure trends, resource requirements and service-delivery challenges to identify risks, variances and opportunities for improvement.
• Prepare evidence-based briefings, management reports and recommendations, synthesizing findings, comparing feasible options and highlighting assumptions, trade-offs and expected outcomes.
• Collaborate with Finance, Procurement and other technical specialists to validate findings, assess feasibility and ensure alignment with organizational requirements.

3. Cross-functional Coordination and Stakeholder Collaboration

• Coordinate operational priorities, requests and initiatives across PCG, HQ functions, UN City and relevant service providers.
• Facilitate collaboration among stakeholders, clarifying responsibilities, dependencies, deadlines and expected deliverables.
• Support implementation of PCG priorities through progress tracking, communication, issue resolution and timely escalation.
• Ensure that requests are appropriately directed to the responsible PCG or corporate focal point and that follow-up is undertaken where required.
• Maintain constructive working relationships with stakeholders and promote a responsive, solutions-focused service orientation.
• Proactively identify recurring coordination issues, bottlenecks or gaps and bring these to the attention of the Director with recommendations for improvement.

4. Financial, Budget & Resource Management

• Assist the HR Coordination & Communications Specialist in monitoring PCG budget utilization and maintaining accurate cost centre and financial records.
• Support the consolidation of PCG budget requirements and expenditure information for annual planning and budget revisions.
• Track expenditure against approved budgets and work plans, flagging variances and emerging issues for further review.
• Compile financial information and prepare routine reports to support the Director’s oversight of PCG resources.
• Review invoices and supporting documentation, and provide colleagues with guidance on cost centres, GLAs and established financial procedures.
• Support the monitoring of extra-budgetary resources, agreements and cost plans in accordance with applicable policies and procedures.
• Facilitate the timely processing of financial transactions and payments by coordinating with relevant colleagues and service providers.
• Maintain up-to-date records of financial commitments, cost centres, contracts and relevant expiry dates.
• Contribute to resource planning by compiling information on expenditure trends, upcoming requirements and potential efficiencies.
• Assist colleagues in understanding and applying relevant financial processes, procedures and requirements.
• Produce periodic resource-performance analyses for management, explaining trends, assumptions, uncertainties and possible corrective actions.

5. Travel & Mission Coordination

• Coordinate PCG Director travel arrangements in accordance with approved budgets and applicable UNOPS policies, rules and procedures.
• Review travel plans and mission requirements and identify opportunities for efficient use of resources.
• Process travel authorizations, claims, DSA and related documentation through the applicable UNOPS systems.
• Verify that travel requests and claims are supported by appropriate information and are compliant with applicable requirements.
• Monitor PCG travel expenditure and provide regular information to the Director on actual expenditure against budget.
• Maintain accurate travel records and relevant supporting documentation.
• Serve as a focal point for coordination with travel service providers and relevant corporate counterparts.
• Provide training and guidance to PCG colleagues on travel processes, tools and requirements.
• Identify recurring travel-related issues and support improvements to planning, compliance and efficiency.

6. Procurement, Contracts & Vendor Management

• Coordinate procurement activities for vendors and service providers in accordance with UNOPS procurement rules and procedures.
• Support the preparation and processing of procurement requests, quotations, bids, purchase orders and related documentation.
• Liaise with Procurement and other technical counterparts where specialist advice or intervention is required.
• Maintain an accurate overview of PCG contracts, vendors, service providers, commitments, invoices and payments.
• Monitor contract timelines, deliverables and relevant administrative requirements and flag upcoming expiries or issues.
• Support timely processing of invoices and other contractual payments.
• Provide practical guidance to PCG colleagues on procurement processes and requirements.
• Maintain appropriate records to support transparency, accountability and effective contract management.
• Identify opportunities to streamline procurement and vendor-management processes.

7. Facilities & Operational Infrastructure

• Serve as a focal point for PCG facility-related matters.
• Liaise with UN City management, HQ Administration, ICT and other relevant service providers on matters affecting PCG.
• Coordinate requirements relating to office space, equipment, access, supplies and other operational infrastructure.
• Facilitate the processing of relevant UN forms, grounds passes, access arrangements and other administrative requirements.
• Monitor recurring facilities or infrastructure issues and coordinate appropriate resolution.
• Promote efficient and effective use of available PCG infrastructure and resources.
• Maintain appropriate records of operational arrangements and requirements.

8. People Operations & Onboarding

• Coordinate onboarding activities for new PCG personnel in collaboration with hiring managers and relevant corporate stakeholders, including Administration, IT, HR, BSSC and Security.
• Develop, maintain and update onboarding guidance, checklists, information and communication materials.
• Coordinate onboarding requirements for senior personnel, including personnel at P5 level and above, as appropriate.
• Support colleagues with information relating to visas, relocation and other administrative requirements, referring specialist matters to the appropriate expert.
• Maintain and continuously improve the PCG Handbook and onboarding materials.
• Work with PCG stream leads to ensure that onboarding is consistent while allowing for appropriate role-specific requirements.
• Support the onboarding of JPO cohorts and other groups of personnel where required.
• Ensure that relevant access, systems, group mailboxes, shared drives and operational arrangements are established in a timely manner.
• Gather feedback from new colleagues and stakeholders and use it to improve the onboarding experience.

9. Information, Knowledge & Business Continuity Management

• Maintain appropriate PCG repositories, records and information-management systems.
• Ensure that key documents, correspondence, decisions, procedures and operational records are appropriately organized and accessible.
• Maintain PCG’s business continuity plan, emergency protocols and relevant personnel contact information on behalf of the Director.
• Coordinate periodic review and updating of business continuity and emergency arrangements.
• Manage appropriate access and permissions for PCG group mailboxes, shared drives and other relevant information repositories.
• Ensure that new personnel receive appropriate access to systems and information required for their roles.
• Develop, maintain and update Standard Operating Procedures and process documentation for key PCG operational processes.
• Support quality management system updates and other relevant organizational documentation.
• Promote effective knowledge sharing and continuity of institutional knowledge across PCG.
• Identify opportunities to simplify, standardize and improve information-management practices.
• Support assessment of operational risks affecting PCG service delivery, resource availability and business continuity.
• Review relevant operational data, continuity arrangements and identified vulnerabilities using established organizational methodologies.
• Prepare risk summaries and proposed mitigation measures for management review.
• Monitor implementation of agreed corrective actions and report on outstanding issues.

10. Continuous Improvement & Operational Effectiveness

• Regularly review PCG administrative and operational processes to identify opportunities for simplification and improvement.
• Use data, feedback and operational experience to identify recurring issues and propose practical solutions.
• Develop or improve tracking tools, workflows, templates, checklists and other mechanisms that improve visibility and follow-through.
• Document lessons learned and translate them into improved procedures and ways of working.
• Support the implementation of agreed improvements across PCG.
• Promote consistent application of agreed processes while remaining responsive to changing organizational requirements.
• Contribute to a culture of learning, collaboration, responsiveness and continuous improvement.
• Take initiative to resolve issues within the scope of the role and escalate matters appropriately where decisions or specialist expertise are required.