Project Management Support Specialist

Contract

This is a IICA-2 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - Job-specific

UNOPS South Sudan Country Office (SSCO) is implementing the South Sudan Safety Net Project (SSSNP), which is funded by the World Bank (WB) to address existing challenges of soaring levels of poverty, vulnerability, unemployment and idleness, particularly amongst youth. The project development objective is to provide access to income opportunities and temporary employment to the poor and vulnerable households and strengthen safety nets delivery systems.

SSSNP has three main components namely: - Public works plus including complementary activities like financial literacy, WASH training and early childhood development and nutrition messaging; - Direct income support targeting HHs who are labour constrained; - Strengthening safety net delivery systems.

The project is targeting the most vulnerable segments of the South Sudanese population aiming to benefit in excess of 65 thousand beneficiary HH in more than 10 vulnerable locations across the country.

The organization will also be implementing the Emergency Locust Response (ELRP) which is an initiative of the Govt. of the Republic of South Sudan. The govt. is supported by the World Bank (WB) to respond to the threat posed by the locust outbreak and to strengthen systems for preparedness, protect and restore livelihoods and food security, and strengthen systems for preparedness.

UNOPS will carry out sub-component 2.1. and 2.2 as outlined below.

• Sub-component 2.1: Safeguarding Food Security and Protecting Human Capital- This sub-component will provide emergency direct income support, in the form of unconditional cash transfers, to locust affected households to protect against livelihood and asset loss and meet their urgent food needs, smooth consumption gaps and enhance purchasing power for basic commodities.
• Sub-component 2.2 Providing Labor Intensive Public Works (LIPW) Transfers to beneficiaries participating in LIPW to implement select food production and natural resource management activities.

The Project Management Support Specialist reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for supporting the Senior Project Manager with the day-to-day operations of the 2 projects and coordinating project progress and implementation for both projects. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinates resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports. Project Management Support Specialists are most likely required to work in complex and challenging environments with limited resources.

Functional Responsibilities

Functions/Key Results Expected: 1. Project Implementation 2. Financial and procurement management 3. Project monitoring and reporting 4. Stakeholder management, coordination and liaison 5. Knowledge management and innovation

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

2. Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into the 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.
• Process direct payments and advance requests and prepare project budget revisions.
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Senior Project Manager or any financial shortfalls and over-expenditures.
• Propose budget revision and initiate corrective action when necessary.
• Coordinate vendor communications, meetings, and reports as necessary.

3. Project monitoring and reporting

• Provide substantive inputs to assist the Senior Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures.
• Maintain records of project files and other supporting documents.
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Senior Project Manager.

• Support the Senior Project Manager in maintaining the following:

  i. Electronic Blue File, ii. Procurement, HR and Finance files as required by UNOPS policies

• Manage the compilation, consolidation and analysis of relevant data of the mission.

4. Stakeholder management, coordination and liaison

• Support the coordination and management of communications.
• Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
• Actively contribute to the management of Project Boards.
• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

5. Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format.
• Ensure that Local capacities are built at every level and opportunity for 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.

  Impact of Results The Project Management Support Specialist directly impacts the achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved quality and 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

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. 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

• A Master’s Degree in Business Administration, Logistics, Accounting, Finance, Political Science, Emergency Management, International Relations or any relevant field is required OR
• A Bachelor’s degree in Business Administration, Logistics, Accounting, Finance, Political Science, Emergency Management, International Relations or any relevant field with an additional two (2) years of relevant work experience may be accepted in lieu of the Master's Degree.

Experience

• 5 years relevant experience in the field of Project Management and/or Operations Management is required.
• A minimum of one (1) year knowledge of UNOPS/UN rules and regulations is an added advantage.
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is highly desirable.
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Prior experience in multi-stage reporting and project support is highly desirable.
• Past experience implementing WB funded projects is highly desirable.
• Skills in Project Management 5 years is required.
• Skills in Operations Management 5 year is required.
• Skills in Budget Management 2 years is required.

Languages

• Fluency in written and oral English required.

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.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Juba is a non-family duty station 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.

Contract type, level and duration

Contract type: International Contractor Agreement Contract level: IICA-2 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

Background Information -South Sudan

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response .

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 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 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

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.