Project Management Support - Officer

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 helps the UN and its partners provide peace and security, humanitarian and development solutions. Our mission is to help people build better lives and countries achieve peace and sustainable development. Our partners call on us to supplement their own capacities, improve speed, reduce risks, boost cost-effectiveness and increase quality.

UNOPS Ukraine office was established in April 2017 and it provides a broad spectrum of services to the Government and people of Ukraine. Those include, but are not limited to, procurement, project management, infrastructure, human resources management, implementation of technical assistance and humanitarian projects. Our donors have been the Government of Ukraine, European Union, USAID, Canada, Japan and other UN agencies.

KIYO: Humanitarian Medical Assistance to Ukraine projectOverall Objective:

- To improve the quality and performance in healthcare facilities in the Military Medical Clinical Centres under the Ministry of Defense of Ukraine (MoD), enabling more efficient treatment of patients and a more professional working environment for the medical staff.

- To strengthen health systems in response to COVID-19 and safeguard people from the epidemic.

Specific activities: Procurement of three electrosurgical systems for laparoscopy for the MoD Hospitals in Mariupol, Odessa, and Irpin; Procurement of two video endoscopic systems for the MoD hospitals in Lviv and Dnipro; Procurement of three mobile X-ray machines for the MoD hospitals in Dnipro, Mariupol, and Odessa; Procurement of clinical training services by using computed-tomography (CT) scanner and the digital X-ray system.

Functional Responsibilities

The Project Management Support Officer performs tasks in all aspects of the project life cycle. S/He must be able to apply, with directions, the below duties and responsibilities of the project success criteria:

1. Project implementation:

• Preparation and maintenance of project files, including internal and external project reports.
• Assist management of information flows and oversee change controls, risk registers and issue management by establishing document control procedures
• Manage assigned delivery of work packages and take responsibility for progress.
• Liaise with the Project Manager on the implementation progress.
• Notify the Project Manager of any deviations from the plan and update plans.

• Work with Project Manager to identify and manage risks.

• Ensure accurate data entry into the oneUNOPS Projects system. system.

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Project Manager of any financial shortfalls and over-expenditures.

2. Project monitoring and reporting:

• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents.
• Support the Project Manager in maintaining the following: i. Electronic Blue File, ii. Procurement, HR and Finance files as required
• Manage the compilation, consolidation and analysis of relevant data.
• Assist the Project Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

3. Stakeholder management, coordination and liaison:

• Administer project communications, meetings, and reports as necessary
• Liaise and maintain relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

4. Procedures:

• Follow the Project Management Cycle Instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions).
• Draft monthly reports to the Donors.
• Support the preparation of internal reports.
• Lead organization of the stakeholders’ meetings/project governance structures

5. Knowledge Management:

• Participate in the relevant Communities of Practice
• Actively interact with the PM community to share case studies, lessons learned and best practice on the Knowledge System.
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
• Complete lessons learned as per reporting format
• Incorporate lessons learned from others as per planning format

6. Perform other related duties as assigned by supervisor/s.

Education/Experience/Language requirements

• Bachelor’s Degree (first level) preferably in Project Management, Business Administration, International Relations, Political/Security/Development Studies is required.
• Advanced University Degree preferably in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline will be an asset.

Experience

• Two years of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in either public or private sector organizations is required.
• Experience in interacting with Japanese stakeholders in the area of programme development and management is desirable.
• Demonstrated knowledge of Japan’s contribution to the international aid and development community is an asset

Languages

• Fluency in written and spoken English is required.
• Working knowledge of Russian/Ukrainian is an asset.
• Knowledge of Japanese is desirable.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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 Contract Agreement Contract level: IICA-1 Contract duration: Open-ended

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 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

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.