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 position is to be based in Jakarta for the first 6 months and may change to Palembang due to exigencies of the project**

Background on Thailand Multi Country Office (THMCO)**

The Thailand Multi Country Office (THMCO) is a UNOPS business unit under the UNOPS Asia Regional Office. The Hub was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Thailand Multi Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and Pacific. With its head office in Bangkok, the Multi-Country Office comprises five main business units: THMCO Thailand, THMCO Indonesia, THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.

Project Information:

The climate village programme / Program Kampung Iklim (PROKLIM) has been led by the the Ministry of Environment and Forestry of The Republic of Indonesia (MOEF), since its inception in 2012. As of 2016, PROKLIM has become a strategic programme and a national movement for community-based climate change control in Indonesia. PROKLIM is one of MOEF’s priority programmes to respond to the impacts of climate change at ground level.

The programme encourages the active participation of multiple stakeholders to increase community resilience and the impact of climate change and the reduction of GHG emissions. These include multi-stakeholders collaboration and partnership between governments, local communities, local businesses, NGOs, private companies, academia and financial institutions.

At the request of MOEF, UNOPS will assist the Government of Indonesia in effectively expanding PROKLIM’s coverage as well as strengthening sustainable livelihood activities. This project, funded by Temasek Foundation, intends to implement its activities in 100 villages across 10 districts in South Sumatra.

THMCO is hiring for the position of Project Management Support Senior Officer under its Indonesia office and will report to the Project Manager, who provides general guidance and supervision in programme preparation, and for managing all stages of the programme to achieve results.

Local Context:

In Indonesia, UNOPS implements activities in coordination and partnership with the Government of Indonesia and other stakeholders and provides capacity building, policy development, technical expertise, knowledge enhancement and stakeholder coordination to improve the delivery of the Programme. UNOPS is engaging with Ministries and Government Agencies, donors and partners on various initiatives in Indonesia, including on Fund Management, Programme Management, Procurement, Infrastructure, Environment, Climate Change, and Energy. The position is to be based in Jakarta for the first 6 months and may change to Palembang due to exigencies of the project. The current security level in the duty station (Jakarta) is low (2).

Background on the Position description

Under the direct supervision of the Project Manager, the incumbent will provide a strong contribution to the overall success of the project. S/he will play an important role in supporting the Project Manager with the coordination, implementation, monitoring and evaluation, reporting and communication activities related to the programme activities. In addition, the incumbent will support the programme in areas of administration and procurement.

The Project Management Support Senior Officer will contribute to the effective delivery and implementation of strategic and effective procurement services, for a select group of goods and services. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, rules, regulations and procedure, ensuring appropriate risk management and obtaining the best value for money.

The Project Management Support Senior Officer is also responsible for the quality of administrative support services provided within the programme portfolio. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Project Management Support Senior Officer will work in close collaboration with the support services within the Multi-Country Office to successfully deliver programme outcomes.

The Project Management Support Senior Officer will support the Project Manager in creating the Implementation Plan, using the Project Initiation Document (PID), Legal Agreement and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project outputs are capable of meeting the business cases for both UNOPS and the partner.

Functional Responsibilities

Reporting to the Project Manager, the incumbent will be responsible for the following:

Summary of functions:

1. Project Delivery and Performance
2. Procedures
3. Monitoring and reporting
4. Stakeholder engagement
5. Knowledge management and innovation

1. Project Delivery and Performance

• Support activities during the inception, implementation and closure phases of the Project, as requested by the Project Manager
• Support in the implementation and update of the approved plan (including the establishment of milestones) within tolerances set by the Project Board
• Support to ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
• Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to Project Manager so that maximum benefit to partner(s) and other stakeholders is achieved
• Identify and report to the Project Manager potential business opportunities for UNOPS
• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.

2. Procedures

• With support from the Project Manager, ensure respect of relevant project management requirements
• With support from the Head of Support Services and the Procurement Officer, ensure respect of UNOPS procurement procedures
• With support from the Head of Support Services and the Finance Officer, ensure that all expenditure complies with UNOPS Financial Rules and Regulations (FRR)
• With support from the Head of Support Services, 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 Project Manager
• Address relevant requests from the Project Management Office and the Head of Programme

3. Monitoring and Reporting

• Prepare and issue regular project and/or financial reports in accordance with Partner requirements for reporting.
• Support the Project Manager with reporting to the Project Board and provide updates and information as required to the Project Advisory Board
• Maintain diaries and progress reports as required by the organization’s standard procedures.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• Provide routine oversight and analysis of delivery data within the dashboard system
• Regularly update milestones and targets for the duration of projects' life span
• Collect data for the Monitoring and Evaluation Framework, provide M&E reports

4. Stakeholder engagement

• Coordinate with the GoI, Temasek and other relevant stakeholders such as village communities, district and provincial authorities, MoEF, and the national governments etc.
• Maintain partnerships with key national, regional and local media.

• Play a leading role in the planning development of the project communication outputs;

• Timely collate reports used to inform donor and the key stakeholders of interventions, and trends and conditions in the Programme Area

• Provide media with timely and punctual information on Project’s activities

• Provide visibility/promotional material in accordance with the approved communication and visibility plan

• Monitor Media coverage, and support the implementation of the outreach and communication strategy

5. Knowledge Management and Innovation

• Encourage routine and effective capacity building activities are conducted
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.
• Research and logging of lessons learned throughout the project life span.

Impact of Results

The Project Management Support Senior 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

• Postgraduate (Advanced) accredited university degree (master or equivalent) in Business Administration, Public Procurement , Public Relations, Project Management or related field is required.
• Undergraduate university degree (Bachelor) with minimum 4 years experience or Technical diploma with minimum 6 years experience in any of the above mentioned fields may be accepted.

Certification

• Project Management certification PRINCE2 Foundation is an asset.

Experience

• A minimum of two (2) years or more relevant practical project management experience or in related fields with advanced university degree (master or equivalent) is required.
• Experience in project management support, administration and procurement and coordination with multi-stakeholders is required.
• Experience in writing project progress reports, communication strategies and M&E frameworks is an asset.
• Experience working with UNOPS, UN or other humanitarian/development agencies is an asset.
• Familiarity with Google Workspace (G Suite applications) is desirable.

Language

• Fluency in English is required.
• Fluency in Bahasa Indonesia is required.
• Palembang Malay is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement

Contract level: ICS-9/ LICA 9

Contract duration: Open-ended, 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

This vacancy is a local position based in a family duty station and open to Indonesian nationals or those with valid work permit in Indonesia.

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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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 peace and 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 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labour force — a strength that helps us better understand and address our partners’ needs. We continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.