Project Management Senior Associate

Contract

This is a LICA-7 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - Job-specific

Background Information – Amman

The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria and Yemen, in partnership with bilateral donors, national governments, and other UN agencies. With an established presence across the region, the office runs operations including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, in order to support the response to the current needs and national priorities in the region.

Project Information:

The Yemen Office in the Amman Hub is currently implementing three projects with identical scope with the same funding source in Yemen. This is the fourth phase of the project where UNOPS will increase access to primary and secondary health services facilities (general hospitals, local health centers, and therapeutic feeding centers) in Yemen, through restoring the physical infrastructure of health facilities (rehabilitation, maintenance works and minor repairs) in targeted areas. In addition, UNOPS will be providing priority medical equipment and supplies to these targeted facilities along with training on the use of the medical equipment to the staff of the rehabilitated health facilities.

UNOPS will be responsible for the design and rehabilitation works of the health facilities, ensuring highest standards in design and rehabilitation works, and respect of ‘state of the art’ requirements for safety, sustainability, security, and disability access. In addition, UNOPS will be responsible to provide the targeted facilities with priority medical equipment and supplies, as well as strengthening capacities through conducting training and awareness raising activities.

The project is currently in the early stages of the implementation phase and is planned to have a project team of up to 10 personnel. The project budget is approximately $15 million dollars.

UNOPS has been operating in Yemen since 2013, focusing on providing support in the area of infrastructure, procurement, project management, and operational support to UN entities. Currently, UNOPS is implementing a number of large-scale infrastructure-based projects aimed at restoring access to basic social services in urban, peri-urban, and rural areas. The projects focus on the following sectors: transport, water and sanitation, solid waste management, municipal services, and electricity. In addition, UNOPS has operationalized the United Nations Verification and Inspection Mechanism (UNVIM) for Yemen, aimed at facilitating maritime commercial traffic to Yemen’s Red Sea ports.

Local Context:

The health services in Yemen have been severely affected due to the ongoing conflict in Yemen, leaving 21.9 million people in need of access to critical health services. 49 percent of health facilities are either non-functional or partially functional and even fully functional health facilities struggle to provide health services due to staff shortages, inadequate supplies and equipment, and the inability to meet operational costs and power outages caused by lack of fuel.

The outbreak of the COVID-19 pandemic in April 2020 has placed an additional burden on public health in general and existing facilities in particular. According to the INFORM Epidemic Risk Index, Yemen is ranked among the countries that face a ‘very high risk’ of infectious disease affecting humanitarian need. The outspread of COVID19 has led to millions of people dying from complications due to the high prevalence of the existing underlying medical conditions and caseloads of preventable diseases/illnesses, including communicable diseases such as cholera, and measles, dengue, and diphtheria, as well as non-communicable cardiac diseases (NCDs).

Functional Responsibilities

Under the general guidance and supervision of the Project Manager, the Project Management Senior Associate’s responsibilities include the following:

1. Project Implementation
2. Financial and procurement management
3. Project Monitoring and Reporting
4. Coordination and liaison
5. Knowledge management and innovation
6. Operational and logistical support

Project implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) and the Project Management Manual (PMM) are adhered to for efficient project implementation and progress;
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment);
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs;
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;
• Facilitate information flows and overseeing change controls, risk registers and issue management; document and feedback learned and best practices;
• Supporting the project planning process;
• Supports the monitoring and management of work packages within the project as and when required;
• Create, monitor and escalate when necessary any relevant risks and issues for the project;
• Assist the Project Manager in monitoring of the project success criteria and undertaking assurance tasks on behalf of the Project Manager

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) and EPPM (Enterprise Portfolio & Project Management) system;
• 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;
• Support the Project Manager in preparing the project expenditure forecast and by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;
• Alert the Project Manager on any financial shortfalls and over-expenditures;
• Propose budget revision and initiate corrective action when necessary;
• Work closely with the Support Services team and support project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services and assets management
• Raise requisitions for procurement and facilitate requests for issuance of contracts and/or amendments on documents.
• Coordinate vendor communications, meetings, and reports as necessary.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.

Project Monitoring and Reporting

• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents;

• Maintain records of project files and other supporting documents;

• Manage the compilation, consolidation and analysis of relevant data of the project;

• Assist the Project Manager in the preparation of project highlight and narrative reports and ensure compliance with contractual obligations

Coordination and Liaison

• Supports the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations;
• Proactively coordinate/liaise with support units on all administrative matters related to contract management;
• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format;
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building;
• Contribute to expertise in tools and techniques.

Operational and Logistic Support

• Review input of financial information, expenditures etc. in oneUNOPS;
• Liaise with the Finance Unit to process and monitor all payment requests within the Project
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
• Supports 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;
• Supports the organization of induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Support 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;
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and reports according to UNOPS document management guidelines;
• Supports the preparation of budget forecast and periodic financial reports as requested;
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
• 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;
• Upon instruction of project manager, undertake field missions as 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.

Education/Experience/Language requirements

Education:

• Secondary education is required.
• Bachelor’s degree preferably in Business Administration and/or Project/ Programme Management, Engineering, or Development Studies is desired but may substitute for 4 years of relevant experience.

Experiences: - A minimum of 7 years of experience in supporting project implementation; - Experience of working in an international NGO, UN agency or other international technical cooperation agency is required; - Experience in project supporting project planning, implementation, and monitoring is required; - Experience supporting construction and/or rehabilitation related project(s) is desired. - Experience in working with the G-Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is desired; - Proven capacity to interact with a variety of stakeholders, including non-governmental partners, and other UN agencies and international donors is desirable; - Previous knowledge of the UN system is desirable.

Professional certifications: - PRINCE2® Foundation is an asset; - PMP Certification is an asset

Language requirements: - Fluency in both English and Arabic is required.

Contract type, level and duration

Contract type: ICA Contract level: Local ICA Support-7 Contract duration: Ongoing ICA (EPP Project funded up to Dec 2025).

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• 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.
• This position is located in Sana'a, Yemen which is a non-family duty station.

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.