Project Management Support Specialist

Contract

This is a LICA Specialist-10 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 5 years of experience, depending on education. More about LICA Specialist-10 contracts.

Background Information - Job-specific

Background on South East Asia and the Pacific Multi-Country Office (EAPMCO)

UNOPS 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 EAPMCOs: 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.

The EAPMCO Papua New Guinea was formed in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time. Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people.

Background Information on the Rural Service Delivery Project Project:

The Rural Service Delivery Project (RSDP) is designed to improve communities’ access to basic infrastructure and services in targeted rural areas using inclusive, participatory planning and implementation. The Project is funded by the World Bank and has been implemented by the Government of Papua New Guinea through a dedicated Project Management Unit (PMU). The project addresses challenges to service delivery, basic infrastructure and economic integration at local levels through the three components: (i) Preparation and Implementation of Sub-Projects; (ii) Capacity Building of National and Sub‐National Entities; and (iii) Project Management. For the remaining period of project delivery, UNOPS will support the World Bank in the provision of project supervision and implementation across 5 provinces.

The supervision of project activities by UNOPS will cover technical assistance for procedural, physical and financial aspects as well as benefit realization aspects. UNOPS services will include an assessment of RSDP implementation, systems and plans, troubleshooting, oversight on implementation process, with a focus on activities at the provincial level through field missions to assess the current status of project activities, and advise the World Bank on needs to ensure the adequate management of resources to address any programmatic bottlenecks in the implementation of RSDPs objectives.

The expected output of the project, achieved by providing quality program supervision and implementation support of RSDP activities, will result in the timely preparation of new modern critical infrastructure developed across 256 wards which will strengthen public service delivery at the national and local government levels. UNOPS will also contribute to augment the Department of Provincial and Local-level Government Affairs (DPLGA) implementation capacity by identifying procedural challenges in the implementation of RSDP in the areas of health, access to sustainable water resources, and education.

Background information - Job specific:

Under the overall guidance of the Head of Programme and the direct supervision of the Program Manager, the Project Support Specialist will provide oversight of operational processes implemented throughout the RSDP program at a provincial level, with a focus on compliance and operational management of all project components at provincial level. The Project Management Support Specialist, together with the Program Manager will form part of the mobile team which will travel to provinces to work closely with provincial level authorities, beneficiaries, and UNOPS personnel including technical specialists to assess implementation progress for the 9 months of the project.

Functional Responsibilities

Project implementation

• Gain a thorough understanding of the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the World Bank
• Provide observation and monitoring of operational processes implemented throughout the RSDP program at a provincial level, with a focus on compliance and operational management of all project components
• Observe and monitor procurement, reporting and financial management processes
• Ensure the progress of activities and the delivery of work packages
• Coordinate with the Program Manager and communicate to him/her the progress of the work
• Inform and advise the Program Manager of any deviations from the project plan and make the necessary updates
• Identify and manage risks in collaboration with the Program Manager

Financial and procurement management

• Compile data and researches information for planning of financial resources/administrative budget
• Coordinate protocol matters, ensuring efficient delivery of client services
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan
• Support the Program Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met
• Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements

• Coordinate necessary meetings, communications and reports with suppliers

  Monitoring and reporting

• Support field activity monitoring, assisting the Program Manager in observing processes implemented throughout the Rural Service Development Project

• Oversee travel authorizations, documentation, and payments and ensure timely response and processes.
• Actively participate in the preparation of reports and project documents
• Prepare project and/or financial bi-monthly progress briefs, alongside a summary final implementation progress report, in accordance with the World Bank and UNOPS requirements for reporting
• Manage project logs and records, and maintain and file project documents and other supporting documents
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)
• Provide routine oversight and analysis of delivery data within the dashboard system

Stakeholder engagement

• Establish solid working relationship with the project board, RSDP, DPLGA, World Bank and district and provincial teams

• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products

• Advise the client on issues that may impact the achievement of their outcomes
• Participate in stakeholder meetings as required

Knowledge management and innovation

• Support the management of lessons learned in accordance with the chosen reporting system
• Ensure local capacity building at all levels and foster opportunities for project support
• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building
• Maintain and organize records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.
• Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)
• Take minutes of regular team meeting and follow up on action points

• Provide expertise in the use of tools and techniques

  Personnel Management

• Support the Program Manager in leading and motivating the project team

• Support by covering the role of the Team Manager when delegated
• Ensure that behavioral expectations of team members are established
• Ensure that performance reviews are conducted timely and objectively
• Ensure safety and security for all personnel and comply with UNDSS standards
• Ensures high quality recording of results, performance, and services of the team and its implementing agencies.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. 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 (Master’s degree) in Business Administration, Economics, Project Management, International Relations or related field is required.
• First level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.
• PRINCE2® Basic or Practitioner courses are an asset.

Work Experience

• Minimum (5) years of experience in programme, project management, support service, partner liaison, business administration focused on monitoring, reporting, development and coordination is required.

• Experience in managing development programmes using results-based management principles and hands-on experience in programme monitoring, evaluation and reporting for documentation of programme results and impact is an asset.

• Experience in project assurance and/or compliance is required.

• Demonstrated knowledge of United Nations rules and procedures in the areas of programme implementation, procurement, finance, and reporting is an asset.

• Experience working on World Bank-funded projects, familiarity with their rules and regulations is an asset.
• Knowledge of GoogleSuite applications is an asset.
• Prior experience in program oversight including coordination with the relevant stakeholders is an asset.

Languages

• Full Working knowledge of the English language is required.

Contract type, level and duration

1. Contract type: LICA
2. Contract level: ICS 10 / LICA-10

3. Contract duration: until 30 of April 2024 (9 months)

   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.