Project Management Support Officer (Internal to UNOPS Personnel)

Mid Leadership

Overview

Manage project operations and support implementation

You have:

• A Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations or other relevant discipline is required.
• A minimum of two (2) years of relevant experience in administrative and project/programme management support services is required.
• Fluency in English is required.
• Experience in resource mobilization/management is an asset.
• Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset.
• Experience working in developing/post-conflict countries is an asset.
• Knowledge of another official UN language is an asset.

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

UNOPS has been supporting UNICEF and the Ministry of Health to implement priority health service campaigns and outreaches since 2010. The UNOPS role in this partnership is to provide back-end support in the form of HR services, procurement, logistics and financial support to the priority programme activities of the Ministry of Health and UNICEF across the Country. In 2020, UNICEF renewed its partnership with UNOPS in which arrangements were streamlined under a Framework Agreement.

The UNICEF programme is designed to increase access to and utilization of quality, integrated maternal and newborn health services to ensure 1) Health workers in the Country will have the knowledge and skills to provide quality delivery care and emergency obstetric and newborn care services; and 2) Health systems will be strengthened to manage and deliver integrated maternal and newborn health services.

Functional Responsibilities

Under the overall supervision of the Project Manager, the Project Management Support Officer will be responsible for the following tasks;

1. Project implementation
2. Financial and procurement management
3. Project monitoring and reporting
4. Stakeholder management, coordination and liaison
5. Knowledge management and innovation
6. Operational and Logistical Support

1. Project Implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress.

• Monitor project financials and advise the Project Manager accordingly.

• Track expenditure and take relevant action when required to revise budgets (realignment and amendment).
• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices.
• Provide overall coordination and financial management of the project activity. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented.
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery, recommend solutions and take appropriate remedial action in consultation with the Project Manager.
• Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.
• Supervise each UNOPS Admin Assistant for finance, budgeting and organizing the events. This will include developing standardized systems, procedures and formats that can be used by each Admin Assistant to organize the logistics and reporting (i.e. invitations, venue, registrations, transport, accommodation, meals, evaluations, finance reports and records etc. as needed).

2. Financial and Procurement Management

• Maintain all supporting project financial documents for audit and review processes.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Contribute to reporting obligations defined in the Legal Agreement(s).
• Take part in bid evaluations, if appointed to the evaluation team; coordinate vendor communications, meetings, and reports as necessary.

3. Project monitoring and reporting

• Maintain records of project files and other supporting documents.
• Establish and maintain a consolidated performance monitoring system for operational support activities.
• Ensure data is regularly inputted and updated, is accurate, and the information can be used to facilitate monitoring and evaluation of project operations.

4. Stakeholder management, coordination and liaison

• Organize project and stakeholder meetings in coordination with the Project Manager as and when necessary, and maintain records of these meetings.
• Coordinate stakeholders engagement and communication while ensuring that the stakeholders are aware of the progress of the activities, any deviations on the budget as well as leading the negotiations for effective changes.

5. Knowledge management and Innovation

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
• Actively support the compilation of issues, risks and lessons learned.
• Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.
• Sound contributions to knowledge networks and communities of practice.
• 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.

6. Operational and Logistical Support

• In consultation with the relevant stakeholders, provide operational oversight and guidance when preparing amendments of Agreements and Budget revisions when applicable.
• Review input of financial information, expenditures etc in OneUNOPS.
• Support implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results;
• Full compliance with UNOPS rules and regulations of programme/project management, financial processes, financial records and reports and audit follow up, human resources management, procurement processes and implementation of the effective internal control framework.
• Maintain records of project files and Activity reports in hard and soft copy.
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action.
• Coordinate and motivate the operational support delivery team.
• Prepare budget forecasts and periodic financial reports as requested.

Impact of Results The Project Management Support Officer directly impacts on the achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduce risks, cut costs and improve quality and 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.

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 Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations or other relevant discipline is required.

Certification - PRINCE2® Foundation (or equivalent) is an added advantage.

Experience - A minimum of two (2) years of relevant experience in administrative and project/ programme management support services is required. - Experience in resource mobilization/management is an asset. - Experience working in financial reporting, operational transactions, budget preparation will be an added advantage; - Experience and demonstrated skills in generating and compiling high quality reports is an added advantage. - Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset. - Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset. - Relevant experience working in developing/post-conflict countries is an asset.

Language Requirements - Fluency in English is required. - Knowledge of another official UN language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: Local ICA Specialist ICA 8 Contract duration: Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance This is a local position, it is therefore open to Kenyan Nationals

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.

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.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.unops.org