Project Management Support Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

Background:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. 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 incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Under the overall guidance and supervision of the Project Management Support Officer reporting to the Senior Project Manager, the incumbent performs in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Project Management Support Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. She/he directly impacts on achievement of project results by assisting the Project Management Support Officer to adhere to project management methods and strategies. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Functional Responsibilities

1. Project Monitoring and Reporting
2. Project Implementation
3. Operational and Logistic Support

4. Knowledge Management and Innovation.

5. Project Monitoring and Reporting

• Support the Project Management Support Officer in maintaining the following:

  i. Electronic Blue File,

  ii. Upload on oneUNOPS (ERP) engagement and project level files

  iii. Maintain Monthly Team work plan, monthly portfolio reports and stage plans

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

• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.
• Enter data in oneUNOPS Project(UNOPS risk, lessons and issues management tool)
• Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons and all other registers/logs delegated by the Senior Project Manager
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.
• Take minutes of regular team meeting and follow up on action points

2. Project Implementation- Support the Project Management Support Officer in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress. - Maintain project tracking sheet and alert the Project Management Support Officer on project end date and reporting requirements of projects. - 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 support in managing risk registers and issues - Support the documentation of lessons learned and best practices - Assist the project planning process - Prepare draft Pro Forma and client Project Agreements as per the input received from procurement team - Follow up with partners on project agreement signing, information required for project closure and fund transfer requests.

3. Operational and Logistic Support- Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building training. - In consultation with the Project Management Support Officer, prepare amendments for Project Agreements and budget revisions when applicable; - Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management of multiple donor activities; - Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of Project Management Support Officer, - Manage the travel plan of the Procurement Portfolio Team, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel.

4. 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.
• Support and ensure local capacities are built at every level and opportunity for Project Support.

• Maintain records of project files and activity reports in hard and soft copy.

  Impact of Results The effective and successful achievement of results by the Project Management Support Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education

A. Education:

• Completion of secondary school with 6 years of experience is required.
• Diploma Certificate in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant disciplines with four (4) years of relevant professional experience may be considered.
• Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant with two (2) years of relevant professional experience disciplines may be accepted.
• Master’s Degree with relevant disciplines will be an asset but it is not required.

Certification: PRINCE2® Foundation is an asset.

Experience

B. Work Experience:

• A minimum of six (6) years of relevant work experience in the field of Project Management Support with focus on monitoring, recording, reporting, and coordination in a national or international organization is required.
• 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.
• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.
• Ability to meet tight deadlines and work independently without supervision is an asset.

Languages

• Fluency in English Language 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.

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.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• Nairobi is a family duty station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

1. Contract type: Local Individual Contract Agreement (LICA)
2. Contract level: LICA-6 / ICS 6
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

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

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information - AFR

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources. AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia

In Somalia, UNOPS has had a solid and continuous in-country expert presence successfully implementing programmes since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia, Federal Member States and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services.