Project Management Support Officer (Finance)

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 - Job-specific

Project Information: UNOPS is undertaking a project that aims at improving access to critical municipal services and increasing the resilience of the Beirut and Bourj Hammoud municipalities which were affected by the Beirut Port explosion, through the rehabilitation of damaged municipal infrastructure and assets as well as restoration of critical urban services, such as water and sanitation, roads, waste management, and energy, including renewable energy, in an integrated and gender-sensitive manner, contributing to improved quality of life as well as by creating local economic activities for all. Besides the improved public service delivery, the project entails undertaking accompanying tension-mitigation measures, extensive community engagement activities, and grants support to local CSO/NGOs that aims at reducing tensions in the targeted communities, enhancing community resilience, and helping rebuild the trust in the local authorities.

The project has a duration of 48 months (including 12 months for the Defect Notification Period), and will be implemented in coordination with the governmental, municipal, and relevant community stakeholders in Lebanon, to ensure that projects activities are designed in consultation with relevant governmental authorities and to reflect community needs.

Local Context: 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, 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.

UNOPS has been active in Lebanon since 2015, delivering projects in support of the Government of Lebanon and partners. Since the explosion at the Beirut Port on 4 August 2020, UNOPS has significantly scaled up its presence in the country to support the humanitarian response and both its presence and portfolio have undergone expansion.

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.

Functional Responsibilities

Under the overall guidance and direct supervision of the Senior Project Manager and in close coordination with the Project Team, the Project Management Support Officer will be responsible for monitoring specific administrative and financial transactions, preparing and updating financial reports, providing information and bringing to attention issues related to the project’s support operations.

Specific responsibilities and duties include, but are not limited to:

• Provide support to the overall aspects of project operations related to finance, human resources, procurement and logistics, among others.
• In consultation with the Project Manager, provide support on all matters relating to financial management and administration in compliance with established procedures, SOPs and the UNOPS Financial Regulations and Rules (FRR).
• Provide effective support and accurate guidance to the PM on all issues relating to UNOPS support-service functions.
• Ensure accuracy, consistency and applicability of supporting documents (project document, budget, awards, contract validity, No Objection Letters as required, among others).
• Prepare payment requests and necessary supporting documents (financial forecasts and/or Project Delivery Reports) for submission in accordance with project agreements.
• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure completeness of required supporting documents.
• Liaise with UNOPS support service offices for project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services and assets management.
• Ensure all business processes are backed up by required supporting documents and maintain an effective records system..
• Ensure conformity of project disbursement requests with UNOPS FRR, work plans and availability of resources/funds for disbursement.
• Receive, review and process recruitment requests, certification of payments and other forms of requisitions from the project office, project team or through designated recipients.
• Commit funds through purchase orders (PO) in the financial system in accordance with SOPs.
• Prepare updated financial reports in compliance with reporting requirements to donors, or as specified in the agreement (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc).
• Prepare budget revisions in the system in consultation with the PM and Finance Section.
• Provide input for the narrative progress reports and other reporting requirements as requested by the PM.
• Prepare the project’s operational and financial completion requirements – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, personnel separation, among others.
• Perform any other tasks as may be assigned by the supervisor.

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 first-level university degree (e.g Bachelor) in preferably Business Administration, Finance, Management, Economics, Accounting, Public Administration or a relevant field is required. - A Professional Certificate in a relevant field and/or an advanced university degree (e.g. Master) would be an asset and may be considered as a substitute for some years of qualifying experience.

Experience: - At least 2 years of progressively responsible experience in providing administrative and project operational support in the areas of finance. - Knowledge of UNOPS/UN rules and regulations is preferred. - Prior experience in multi-stage reporting and project support is desirable. - Proficiency in using Google Suite Package (Google Sheets, Google Docs, and Google Presentation) is preferred.

Language Requirement: - Excellent knowledge of both written and spoken English and Arabic is required. - Knowledge of another UN working language is desirable.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: LICA-8 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

• 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 stationed in Beirut, Lebanon which is a family duty station.

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.