Project Management Support Senior Officer (Re-advertized)

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 Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

South East Asia 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: EAPMCO 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 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) preferably 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

• Full working knowledge (Fluency) in English is required.
• Full working knowledge (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 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.