Project Management Support Senior Officer

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Job-specific

The incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure.

South East Asia and Pacific 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.

Project Background Information

The Government of Samoa (GoS) is in the process of entering into a partnership with UNOPS to implement the World Bank’s financing COVID-19 Emergency Response and Preparedness Project. UNOPS will design a Public Health Laboratory (Biosafety level 2) and procure and install an incinerator in Tafaigata, Upolu and install a High Combustible Incinerator in Vaiiata, Samoa.

The Project Support Officer will be working closely with the Senior Programme Manager (SPM) ensuring smooth coordination between the Technical Assistance Team and the Project Team at the Ministry of Health in Apia. He/she will be responsible for keeping track of activities, procurement requests, as well as managing the day-to-day ad hoc activities in the country. He/she is expected to support the SPM in ensuring internal UNOPS assurance procedures and compliances.

Functional Responsibilities

Under the supervision of the Senior Programme Manager, the Project Management Support Senior Officer will be responsible for:

1. Project implementation

• Preparation and maintenance of project files, including internal and external project reports.
• Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures
• Coordinate assigned delivery of work packages and take responsibility for progress.
• Coordinate and liaise with the Senior Programme Manager on the implementation progress.
• Identify and escalate to theSenior Programme Manager of any deviations from the plan and update plans.
• Work with the Senior Programme Manager to identify and manage risks.

2. Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.
• Support the Senior Programme Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Facilitate processing of direct payments and advance requests and prepare project budget revisions.
• Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures.
• Conduct budget revisions and initiate corrective actions when necessary.
• Coordinate vendor communications, meetings, and reports as necessary.

3.Stakeholder management, coordination and liaison

• Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.
• Supports the Senior Programme Manager in communication between the project and the Government of Samoa.
• Manage communications with stakeholders in Apia and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• Supports the Senior Programme Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

4. Knowledge management and innovation

• Actively seek advice and coordinate donor engagement with EAPMCO Business Development Team.
• Support the compilation of lessons learned as per defined reporting format and the PMM.
• Actively contribute to building local capacities at every level and opportunity in Project Management Support.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Contribute to expertise in tools and techniques.

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. 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

• Advanced University Degree in Project Management, Business Administration, Engineering, Finance, Logistics, International Relations, Health, or other relevant disciplines.
• University Degree (Bachelor’s degree / first level) with a combination of two (2) additional years of relevant professional experience in Project Management, Business Administration, Finance, Logistics, International Relations, or other relevant discipline, may be accepted in lieu of the advanced university degree.
• A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.
• Prince 2 Foundation Certification will be considered an asset.

Experience

• Minimum two (2) years of relevant and progressive professional experience, specifically in the field of Project Management and Operations Management, preferably with focus on Monitoring, Fiduciary management, Reporting, Development and Coordination.

• Minimum four (4) years of relevant experience with a Bachelor's Degree will be considered in lieu of the masters’ Degree. Technical/Professional Diploma Certification with six (6) years of relevant experience may also be considered.

• Experience in complex operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset;

• Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

  Language

• Fluency in both written and spoken English is required.

Contract type, level and duration

1. Contract type: LICA
2. Contract level: ICS 9 / LICA-9
3. Contract duration: 1 November 2023 - 30 April 2025

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

****Open only to Samoan nationals or with valid residence.****

The position is contingent upon receipt of funding for the project.

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.