Project Management Support - Officer

Contract

This is a LICA Specialist-8 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 0 years of experience, depending on education. More about LICA Specialist-8 contracts.

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, Governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information - Job-specific

South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Background Information – Project

UN Global Pulse UN Global Pulse (UNGP) is an initiative of the Executive Office of Secretary-General (EOSG) founded in 2009. We work in support of the Secretary-General’s priorities, in advancement of the UN Charter. UNGP serves as a cross-pillar lead and hub for experimentation and digital innovation. We have a globally distributed team in the Americas, Europe, Africa and Asia. The teams work with digital innovation, strategic foresight, real-time data and artificial intelligence to further sustainable development, humanitarian and peace outcomes. Our vision is ‘A world in which responsible and inclusive digital innovation serves to empower people and protect the planet’. Our mission is to work at the intersection of digital innovation and science to inform, inspire and support the entire UN and those it serves, to anticipate and respond to the challenges of today and tomorrow.

The goals of the UNGP Network are: i) to generate knowledge, capabilities and approaches that support the transformation of the United Nations into a more agile and resilient ‘next-generation’ institution; ii) to create and accelerate the development of globally accessible approaches that help communities and partners anticipate and address emerging global challenges; and iii) to advocate for the global transformation of policies, practices and culture required to maximize the impact of digital innovation, minimize its risk of harm, and ensure pathways to scale and sustainability.

GDAI is an initiative that brings together UN agencies and private, public, and social sector partners for the development of data and AI products as digital public goods (DPGs). GDAI aspires to catalyze the formation of a cohesive and responsibly open ecosystem of data and AI products and services that reduces inefficiencies in the development of digital solutions for sustainable development and humanitarian action—with an initial focus on natural disaster response and recovery—to accelerate attainment of the sustainable development goals.

Functional Responsibilities

Under the guidance and direct supervision of the Strategy Lead, the Project Management Support - Officer will provide a strong contribution to the overall success for the implementation of Global Pulse’s Global Data Access Initiative (GDAI) which has an initial focus on the development of solutions for impact in the Asia Pacific region besides provision of ad hoc administrative support to successfully complete the Asia Pacific hub establishment and office transition. S/he will play an important role in supporting the Strategy Lead with administration, secretarial functions, operation, implementation, coordination, monitoring and evaluation, reporting and communication related to the project activities.

Functional Responsibilities

Summary of functions:

1. Administrative, operational and secretarial support
2. Procedures and project control
3. Human resources process
4. Financial support

1. Administrative, operational and secretarial support

• In consultation with the Project Strategy lead, support to oversee and manage improvements of the project's operational capacity, roles and responsibilities and assist to develop tools, systems and procedures.
• Coordinate administrative processes in consultation with the wider UNGP network (as applicable), keeping personnel regularly informed on administrative processes, policies, procedures and options.
• Support the cost comparison exercises for the project and assist in the preparation to present business cases for providers of goods / supplies /services as required.
• Regularly monitor to ensure an effective operating environment, timely readjust the operations, provide suggestions on legal considerations and risk assessment.
• Liaise with Support Service for inventory control and proper issuance of inventory items and supplies
• Prepare and/or review travel authorizations, bookings, logistical arrangements, workshops organization, related documentation, and payments for the project
• Support in the preparation of procurement requisitions, receipts and request for payments and ensure that the due procurement processes are undertaken according to the procurement manual and in line with the established procedures, in particular the procurement of software and other licenses.
• Compiles data and researches information for planning for administrative services
• Proper maintenance of confidential and files management
• Attend correspondence, arrange meetings and project related appointments
• Coordinate stakeholders communications, meetings, and reports as necessary.
• Support any other administrative, operational and secretarial tasks within the project as and when required

2. Procedures and project control

• With support from the Strategy lead, ensure respect of relevant project management requirements.
• Ensure completeness, accuracy and correctness of work package, nature of costs and GL accounts codes charges;
• Produce financial and/or narrative reports and ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• Ensure respect of UNOPS procurement procedures.
• Ensure that all expenditure complies with UNOPS Financial Rules and Regulations (FRR)
• Ensure respect of UNOPS administrative procedures
• Provide timely, accurate, and quality inputs needed for monitoring of the project’s performance, outputs and benefits as required by the Strategy lead
• Address relevant requests from the Project Management Office and the Head of Programme

3. Human Resources Process

• Assist the Programme Manager in monitoring all HR requirements and related activities under the Project/s
• Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services
• With support from the Strategy lead, prepare the onboarding and guidance to contributors from across partner organizations, some of whom may join for short periods on rotation
• Continuously track and provide inputs for the proposals for improving/refining the recruitment process.
• Monitor and provide suggestions to enhance efficiency, effectiveness of the onboarding, separation and across all recruitment processes.
• Provide additional support on HR policies and processes as required.

4. Financial Monitoring and Support

• Assist the developments and submission of budgets for the agreements and related amendments.
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services and for audit and review processes.
• Monitor project budget and financial expenditure in line with the work‐plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Support in regular budget progress and planning, annual budgeting exercises and by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert of any financial shortfalls and over‐expenditures. Propose budget revision and initiate corrective action when necessary.
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

Impact of Results

Project Management Support - Officer directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates. 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

• First university Degree (bachelor’s degree) in Project Management, Business Administration, International Relations, Finance, or other relevant discipline is required. Advanced university degree (Master’s or equivalent) or higher degree in the abovementioned field is preferred.

Certification

• Project Management certification PRINCE2 Foundation is an asset.

Experience

• Minimum of two (2) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations in combination with a first university degree is required.
• Proficiency in computers and office software packages (MS Office), and experience in handling of web-based management systems is highly desirable
• Proven track record translating complex operational needs into systematic measurable operational plans is an asset;
• Prior experience with people management is an asset;
• Experience in UN system organizations is desirable.
• Experience in supporting innovation projects or programmes is an asset.
• Experience in use of Enterprise systems such as OneUNOPS, UMOJA and ATLAS is desirable.

Language

• Full working knowledge of English is required;
• Proficiency of Bahasa Indonesia is required;
• Knowledge of another official UNOPS language is an asset

Contract type, level and duration

• Contract type: Local Individual Contractor Award
• Contract level: ICS-8 / LICA 8
• Contract duration: 12 months with possibility of extension subject to satisfactory performance and funding availability

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

The position is open for application only from Indonesia nationals or with valid residence.

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

• 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.