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 - Sri Lanka

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. 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. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS Sri Lanka

UNOPS has supported Sri Lanka’s development since 1998, expanding operations in 2005 to support the post-tsunami response and reconstruction process. Within the organization’s mandate in project management, infrastructure and procurement, UNOPS Sri Lanka implements socio-economic development projects that benefit vulnerable people and develop national capacities. Achievements in Sri Lanka include the development of sustainable and climate-resilient infrastructure, procurement services and capacity building and project management in education, fisheries, roads, health, water supply systems and integrated solid waste management sectors. UNOPS works closely with government counterparts and communities to ensure increased ownership, sustainability and accountability of Projects. Key projects in Sri Lanka include the Technical Project Management support for the Maternal and Newborn Health Care Strengthening Project in Matara District, Sri Lanka funded by KOICA.UNOPS Sri Lanka also facilitated over $22 million worth of procurement of COVID-19 protection equipment and services in partnership with the World Bank, the Government of Japan, and the United Nations Multi-Partner Trust Fund.

Background Information - Job-specific

Project information

The UNOPS Hub in Sri Lanka implements projects in APAC region, 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 Sri Lanka 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.

UNOPS is providing Procurement support services to UNODC, Under the Global Maritime Crime Prevention programme for the Indian Ocean East and APAC region.

The Project Management Support Associate will work under the direct supervision of the Logistics Officer / Project Manager, UNOPS, SAMCO.

Functional Responsibilities

Summary of Key Functions

1. Project monitoring and reporting
2. Project Financial Reporting
3. Operational and administrative support

4. Knowledge management and innovation

5. Project monitoring and reporting

• With guidance from the Project Manager, prepare monthly invoices and coordinate with the Finance Team for issuance of Interim Financial Reports in line with reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.

• Support the PM in maintaining the following:

  • Electronic Blue File,
  • Upload on oneUNOPS (ERP) engagement and project level files.

• 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 on the shared drive as per the organization guideline for record keeping.

• Maintain electronic records of the partners’ request for service and liaison with the HR Team for issuance of contracts and updates on the contract tracking sheet.

• Enter data in OneUNOPS, partners reporting requirements and update regularly.

• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

• Take minutes of regular partner meetings and follow up on action points.

2. Project Implementation

• Support the Project Manager 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 Manager on project end date and reporting requirements of projects.
• Monitor and record best practices and innovative approaches within UNOPS FRR; 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.
• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests.

3. Operational and administrative support

• Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building training.
• In consultation with the Project Manager, 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 of multiple donor activities.

• Liaison with partner focal persons for preparation of non-payroll Request for Payments.

• Liaise with any external partners, as well as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities.

  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 that 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 Project Management Support Associate directly impacts on achievement of project results by assisting the Project Manager / Logistics 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.

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

• A secondary school certification is required.
• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, or related field may be considered as a substitute for 4 years of qualifying work experience.
• A relevant professional or technical diploma may be considered as a substitute for 2 years of qualifying work experience.
• PRINCE2® certification is an asset.

Experience

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Financial Management with focus on budget preparation, monitoring, recording, reporting, and coordination is required.
• Experience working with the Google Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is an asset.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Finance, HR Management and administrative rules and regulations will be an advantage.

Language

• Proficiency in written and oral English is required.
• Knowledge of the local language(s) is an asset.

Contract type, level and duration

• Contract type: ICA - Individual Contractor Agreement
• Contract level: Local ICA Support 6
• Contract duration: 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

Additional Information

• This position is open for SRI LANKAN Nationals ONLY.
• 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.