Project Management Support Associate (PMSA)

Senior Programme & Policy Admin

Overview

Support project management for efficient delivery of UNOPS projects

You have:

• A minimum of 6 years of relevant and progressive professional experience in Project Management.
• A secondary school certification is required.
• A first-level university degree in a related field may be considered as a substitute for 4 years of qualifying work experience.
• Proficiency in written and oral English and Arabic is required.
• Experience working with the Google Suite platform is an asset.
• PMP & PRINCE2® certification is an asset.
• Knowledge of UN rules and procedures in Project Management, Engineering, Finance, and HR Management will be an advantage.

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

UNOPS Amman Multi-Country Office (AMMMCO)

The UNOPS Hub in Amman implements projects on behalf of UN agencies and bilateral donors and in close coordination with the Government and national authorities. With an established presence across the region (Jordan, Iraq, Syria, Lebanon and Yemen), 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, to achieve the outcomes sought by the clients.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a fully diverse workforce.

Project Information The incumbent will work on a large-scale procurement project which will include the procurement of furniture, equipment, vehicles and other services for the health, education, tourism and public finance sectors in Jordan. The 5-year project is expected to increase the capacity and commitment of the Government of Jordan to boost health outcomes of families and communities, improve learning outcomes for school-aged children, and enhance the preservation and protection of the primary protected areas and heritage sites in Jordan. The team consists of around 5-7 full-time personnel as well as part time consultants who will support the delivery of this project. Under the overall guidance and direct supervision of the Senior Project Manager, Project Management Support Associate will support the PM in ensuring effective project delivery by providing administrative, operational, and project management support, in line with UNOPS and USAID standards. The associate will play a key role in monitoring project progress, maintaining accurate records, coordinating with finance and partner teams, and supporting the successful implementation of all project phases. The Project Management Support Associate responsibilities include, but are not limited to: 1. Project Monitoring and Reporting 2. Project Implementation 3. Operational and Administrative Support

Functional Responsibilities

1. Project Monitoring and Reporting - Assist the Senior Project Manager in preparing monthly invoices and reports and coordinate with the Finance Team for Interim and ad-hoc Financial Reports, adhering to reporting obligations as defined in the Legal agreement and Implementation Plan. - Maintain comprehensive records of project files and supporting documents on the shared drive, ensuring compliance with organizational guidelines for record-keeping. - Regularly enter and update project data in OneUNOPS systems and fulfill partners’ reporting requirements. - Support the compilation, consolidation, and review of supplier deliverables and project plans. - Draft project communications and correspondence, such as emails, ad hoc reports, and checklists, as required. - Support in drafting project reports, summaries, and briefs, ensuring accuracy and adherence to donor reporting requirements. - Contribute to the preparation of quarterly and annual performance reports by collating relevant project data and results indicators. - Monitor supplier performance, ensuring compliance with UNOPS standards and adherence to quality, health, safety, and Prevention of Sexual Exploitation and Abuse (PSEA) standards. - Conduct quality checks with suppliers, confirming submission of essential documentation (e.g., weekly reports, inspection forms, material submittals). - Record minutes during partner meetings and track action points.

2. Project Implementation - Ensure all procurement activities align with UNOPS policies and USAID guidelines, with a focus on transparency and accountability. - Monitor project finances, including tracking deliveries, expenses, and cash/budget balances, and manage financial reports and submissions. - Maintain a project tracking sheet, alerting the Senior Project Manager on deadlines and reporting requirements. - Assist in arranging training and capacity-building sessions for beneficiary staff, coordinating venue bookings, travel arrangements, and material preparation. - Support the organization and implementation of field visits, inspections, and verification of project deliverables. - Support documentation of lessons learned, best practices, and amendments to project agreements and budgets as needed. - Facilitate information flow among stakeholders, manage risk registers, and support the project planning process.

3. Operational and Administrative Support - Organize and manage project planning meetings, Project Board meetings, and partner capacity-building sessions. - Support training and orientation sessions for project stakeholders, including MoH, MoE, and MoF staff, ensuring information dissemination on equipment usage and maintenance. - Maintain records of training attendance and outcomes, contributing to the project’s capacity-building indicators. - Coordinate with external partners and internal UNOPS units within the Amman Hub to ensure timely execution of project activities.

Impact of Results The Project Management Support Associate will directly contribute to project success by supporting the Project Manager in following UNOPS project management methods and strategies. Effective performance in this role will reinforce UNOPS’ image as an efficient service provider and enhance its position as a partner of choice in sustainable development and project management

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, Engineering 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 4 years of qualifying work experience
• PMP & PRINCE2® certification is an asset.

Experience

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Management with focus on supplier performance monitoring, documentation , reporting, and coordination is required with secondary school certification.
• 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, Engineering, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

• Proficiency in written and oral English and Arabic is required

Contract type, level and duration

Contract type: Local ICA (Individual Contracual Agreement) Contract level: LICA Support - LICA6 Contract duration: Open-ended subject to organizational requirements, availability of funds and satisfacotry 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

• 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 onpen to nationals of the country only.

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org