Project Management Support - Analyst

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management

The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint in approximately 125 countries.

Working with an increasing number of development partners, the Development and Special Initiatives Portfolio (DSIP) is recognised as a responsive and quality partner in climate action, peacebuilding, sustainable development and counter-terrorism. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.

The incumbent of this position will be a UNOPS personnel and is under its full responsibility.

Functional Responsibilities

The Project Management Support - Analyst is responsible for supporting the Project Manager with the day-to-day implementation of the project, including monitoring of the project budget, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports.

Stakeholder Management:

• Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• In coordination with the Project Manager, inform the partner on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

Delivery and Performance:

• Manage workshop preparation inclusive of travels, procurement and participants.
• Support the Project Manager on the delivery of assigned work packages.
• Prepare and maintain project files, including internal and external project reports.
• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.
• Inform the Project Manager of any deviations from the plan and update plans. Work with the Project Manager to identify and manage risks.

Procedures:

• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work- plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Supports the Project Manager with financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Project Manager or any financial shortfalls and over-expenditures. Propose budget revision and initiate corrective action when necessary. Coordinate vendor communications, meetings, and reports as necessary
• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• 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
• Support the Project Manager in maintaining the following:

1. Electronic Blue File
2. Procurement, HR and Finance les as required by UNOPS policies

• Manage the compilation, consolidation and analysis of relevant data of the mission

Knowledge Management:

• Participate in the relevant Communities of Practice
• Contribute to expertise in tools and techniques.
• Support the compilation of lessons learned as per de ned reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

Monitoring and Progress Controls

• Tracking of project-plan metrics that include performance indicators on management of project team, project budget, project activities duration and project deliverables quality.
• Tracking of project issues and implementation of corrective actions.
• Tracking of project risks and implementation of risks mitigations plan.
• Managing quality of service as agreed with partners.
• Preparing timely project-related reports, including project highlight report, project plan progress report, project issues report, project risks report and project quality management report.

Education/Experience/Language requirements

Education - University Degree (bachelor’s degree) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline. - Advanced university degree (Master's degree) in any of the above mentioned areas will be considered an asset.

Required Experience - Minimum one (1) year of professional experience in project support and reporting is essential.

Language - Fluency in English is 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.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: International Individual Contractor Agreement (I-ICA 1 - ICSC 8) Contract duration:

For more details about the ICA contractual modality, please follow this link: Ongoing contract (subject to good performance, availability of funds, organizational requirements and project duration).

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.

Terms and Conditions

• 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.