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

Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on: - Infrastructure - Procurement - Project Management (full service, back on track) - HR and Transactional Services - Grants Management - Technical and Advisory Services

UNOPS in Georgia

UNOPS Georgia was established in mid-2018 to support, develop and oversee UNOPS’ portfolio in the country. The office currently provides implementation services to several projects where UNOPS works closely with development partners and the Government of Georgia, focusing on the education, security, and healthcare sectors. This includes a flagship EU project to create and operationalize an Eastern Partnership School that caters to 6 countries in the sub-region.

UNOPS Georgia, which is overseen by AUMCO, is focused on providing efficient and cost-effective implementation services on behalf of all our partners to support the Government of Georgia achieve its national priorities and in alignment with the United Nations Sustainable Cooperation Development Framework.

Functional Responsibilities

Under the overall guidance of the Technical Lead, the Project Management Support Specialist will perform the following tasks:

Programme Delivery and Performance Control - Manage project information and transactions on UNOPS’ ERP and respective project management systems on behalf of and in full consultation with the Project Manager. - Develop, complete and update implementation work plans. - Manage the day-to-day aspects of producing the required outputs, in collaboration with the respective technical experts, taking responsibility for monitoring and reporting, ensuring that work packages are being executed properly. - Prepare and issue regular programme and/or financial reports in accordance with partner and UNOPS requirements for reporting. - Support PM with stakeholder management, coordination of monthly, quarterly and annual reporting, coordinating high level and donor visits, etc. - Regularly review programme status, evaluating performance criteria (scope, cost, schedule and quality), and provide updates to the Project Manager. - Embed sustainability safeguards elements, including social and gender inclusion, environmental and economic aspects into programme life span (SDG alignment). - Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Work Plan and budget. - Identify, and anticipate in a timely manner, potential risks and issues, and advise on mitigating measures to the supervisor, so that maximum benefit to partner(s) and key stakeholders is achieved - Provide inputs and assist the Project Manager in the preparation/finalization of documents for approval, including i.e. MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, project documents and detailed project budgets. - Prepare stakeholders engagement plan and assists the Project Manager on engaging all stakeholders including national partners.

Procedures - Advise the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) and other requirements 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) - Comply with all organizational policy and specifically the Project Management Manual. - Prepare/adapt all relevant plans for approval by the appropriate managers. - Manage the reporting obligations defined in the Legal Agreement(s) and in the Programme Implementation Work Plan, including those of long term agreements/programme cooperation agreement with implementing partners - Ensure a proper document management system, maintenance of the programme files and lessons learned are recorded (continuous improvement). - Ensure the development and implementation of financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations. - Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time. - Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the programme. - Manage expenditures against the budget (based on accurate financial reports). - Monitor and instruct relevant units for commitments and disbursements, while also providing a formal handover during programme closure and supporting program audit activities.

Quality assurance - Work with internal stakeholders to ensure programmes comply with audit requirements. - Work with procurement/purchasing, HR and other relevant operational units to ensure effective interface with suppliers' quality systems. - Coordinate quality reviews of programme documents and deliverables.

Knowledge management and innovation - Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of experts. - Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice

Personnel Management - Ensure that the deployment process (pre-/deployment/post-deployment), including final validation of experts’ (consultants’) performance are conducted fairly, accurately and timely. - Under the supervision of the Project Manager and in close cooperation with AUMCO support services, recruit and train a team of experts as required and take into account gender parity and diversity objectives. - Ensure safety and security training for all programme personnel and comply with UNDSS standards.

Education/Experience/Language requirements

Education: - A Master’s Degree in Business Administration, Development Studies or related field (e.g. International Relations), preferably with a focus on project management and finance. - A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Certification: - PRINCE2 Foundation and Practitioner Certifications are highly desirable. - MSP certification (Foundation and/or Practitioner) is an advantage.

Experience: - 5 years of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in a public sector organization is required. - Previous experience with UNOPS or a UN Agency is an advantage. - Experience in the Education field is highly desirable.

Language Requirements: - Fluency in English and Georgian is required.

Contract type, level and duration

Contract type: ICA Contract level: L-ICA-10 (ICS-10) Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

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

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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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.

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.