Project Management Support Specialist (Finance & Contract Management)

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

Kenya Multi-Country Office (KEMCO)

Kenya Multi-Country Office (KEMCO) sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. These countries include Kenya, Mozambique, Zimbabwe, Zambia, Uganda, Tanzania, Eritrea and several island states. KEMC focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services in those countries. Our goal is to support countries, help people in need and enable our partners through delivering on our mandate of infrastructure, procurement and project management in the countries across East and South Africa.

******Background Information - Job-Specific****** Biodiversity conservation, sustainable land management and enhanced water security in Lake Tanganyika basin project is a project aimed at strengthening the collaborative partnerships between the Lake Tanganyika Authority (LTA) and the contracting States (Burundi, the Democratic Republic of Congo, Tanzania and Zambia). Lake Tanganyika Authority (LTA) was established by the contracting States on 12 June 2003 when the contracting States adopted what they call “Convention on the Sustainable Management of Lake Tanganyika.”

The project is funded by the Global Environment Facility (GEF) through United Nations Environment (UNEP). UNOPS will be the Project Executing Agency, and is accountable to UNEP for the overall implementation of the project. UNOPS will establish a trans-boundary Project Coordination Unit (PCU) in Bujumbura, Burundi to coordinate the day-to-day administration and operations of the project across the four riparian countries (Burundi, DRC, Tanzania and Zambia). The duty station for the position will be Bujumbura, Burundi (Family duty station).

The project is comprised of 4 components:

(i) Addressing identified transboundary threats to fish biodiversity

(ii) Protection of core conservation zones in protected areas

(iii) Sustainable natural resource use in protected areas and their buffer zones

(iv) Transboundary coordination, information management and M&E.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Project Management Support Specialist will perform the following duties:

Summary of functions: - Project Delivery and Performance - Financial, Procurement and Contract Management - Monitoring and reporting - Stakeholder engagement, Coordination and Liaison - Quality Assurance - Knowledge Management and Innovation - Personnel Management

1. Project Delivery and Performance - Support the Project Coordinator/Senior Project Manager to finalize the assessment and selection of suitable responsible implementing partners for the different project outputs and activities and prepare and conclude contractual agreements with each of the selected responsible partner institutions; - Support the Senior Project Manager in overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices - Support the project planning process; - Track delivery against forecasts on a regular basis to ensure the deviation is within the acceptable tolerance range

2. Financial, Procurement and Contract Management - Review all project expenditures and ensure that use of funds complies with GEF Recommended Minimum Fiduciary Standards governing use of GEF Resources, the approved budget in the PRODOC, the responsible partner institution contracts and any relevant UNOPS financial rules and procedures; - Support the development of annual project budgets and work-plans, and other operational and financial planning processes; - Keep records of project funds and expenditures and ensure all project-related financial documentation is well maintained and readily available; - Review annual project budgets and project expenditure reports from the responsible partner institutions and notify the Project Coordinator/Senior Project Manager if there are any discrepancies or issues; - Manage all payment requests from the responsible partners against the project budgets and work plans of the responsible partner institutions and the PCU, and follow-up on timely disbursements by UNEP; - Maintain data on co-financing commitments to the project using the required templates and ensure that all relevant financial data is supplied for the Mid-Term Review (MTR) and Terminal Evaluation (TE); - Assist in all procurement and manage payments to the responsible partner institutions and any service providers contracted to the PCU; - Ensure compliance with contractual obligations; - Advise the Senior Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress; - Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning), oneUNOPS Projects and other relevant UNOPS systems; - Alert the Senior Project Manager on any financial shortfalls and over-expenditures.

3. Monitoring and Reporting - Provide substantive inputs to assist the Senior Project Manager in the preparation and implementation of project progress reports and other documents; - Prepare financial reports; - Provide necessary financial information as and when required for project management decisions; - Provide all necessary financial information for and coordinate the annual financial audit of the project; - Review the periodic reports from the Implementing Partners and Service Providers; - Assist the Senior Project manager in monitoring project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Project Manager, when delegated; - Maintain records of project files and ensure project documentation practice follows UNOPS and KEMCO standards; - Manage the compilation, consolidation and analysis of relevant data related to the project(s); - Assist the Senior Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

4. Stakeholder Engagement, Coordination and Liaison

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
• Pro-actively coordinate and liaise with support units on all administrative matters related to contract management
• Liaise with the Programme Management Office (PMO) Team Members to project management related tasks.
• Support the coordination and management of communications
• Coordinate vendor communications, meetings, and reports as necessary

5. Quality Assurance - Work with internal stakeholders to ensure projects comply with UNOPS and partner requirements; - Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems; - Coordinate quality reviews and control of project management deliverables (proposals, plans, reports etc) and project’s specialist products/outputs

6. Knowledge Management and Innovation - Support the compilation of lessons learned according to the defined reporting format; - Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building; - Contribute to expertise in tools and techniques in Finance and contract management; - Contribute to periodic knowledge sharing exercise for project team

7. Personnel Management - Assist in all recruitment processes and manage payments to the responsible partner institutions and any service providers contracted to the PCU; - Supervise and coordinate the work of assigned project personnel, responsible implementing partners, consultants, and sub-contractors, ensuring timing and quality of all outputs in line with the approved Project Document; - Lead and motivate the project management team, if applicable; - Contribute to the efforts in the establishment of the required behavioral expectations of team members; - Ensure that performance reviews are conducted fairly, accurately and timely for assigned supervisee(s); - Train the project team (as required) and take into account gender parity and diversity objectives. - Support the Senior Project Manager in ensuring the personnel safety and security and compliance with UNDSS standards - Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

Education/Experience/Language requirements

Education:- A Master’s degree in business administration, Accounting, Finance, Management, or related field of study is required.

• A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above

Certification: - Project Management certification (Prince 2 Foundation, Prince 2 Practitioner, PMP or equivalent) will be an asset.

Experience: - At least 5 years of financial management or accounting experience is required in the financial management of large/multi-stakeholder donor-funded environmental/ sustainable development project environment. - Extensive knowledge and experience of the financial, accounting, procurement and auditing procedures of UN agencies will be an asset; - Demonstrated experience working with multidisciplinary teams will be an asset; - Familiarity with UNOPS procedures will be an asset; - Experience in Global Environment Fund (GEF) funded projects will be an asset.

Language Requirements: - Fluency in French and working knowledge of English is required.

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.

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.

Contract type, level and duration

1. Contract type: International Individual Contractor Agreement (IICA)
2. Contract level: IICA-2/ ICS10
3. Contract duration :Ongoing ICA – ‘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