Senior Project Support Officer

Contract

This is a IICA-1 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 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - PLG

The Partnerships and Liaison Group (PLG) supports UNOPS efforts to build closer ties with partners across the full spectrum of UNOPS activities. By forging strategic relationships and working with partners, both in the field and at headquarters, PLG seeks to not only ensure high partners satisfaction with UNOPS project implementation and support, but also to integrate best practices and innovative solutions from experienced non-governmental organizations (NGOs) and the private sector into UNOPS operations. The PLG also supports or leads resource mobilization efforts across the organisation. Based in Copenhagen, PLG has active liaison offices in New York, Geneva, Brussels and Washington DC and supports partners such as the World Bank, the European Union, the Department of Peacekeeping Operations, the United Nations Mine Action Service, the United Nations Environment Programme, the Global Fund, the Millennium Challenge Corporation, national governments, and others.

UNOPS Tokyo Liaison Office promotes collaboration with Japanese partners, including the government of Japan, the private sector, research institutions and NGOs, in order to deliver much-needed assistance to all corners of the world.

Functional Responsibilities

Under the guidance and supervision of the Head of Tokyo Liaison Office, the Senior Project Support Officer provides project support to Japan-funded projects implemented by UNOPS country offices worldwide and assists the Head of Office on business development and political positioning. The Senior Project Support Officer works in close collaboration with operations and project staff at Headquarters, Regional Offices and Country Offices, as well as key stakeholders in Japan.

The Senior Project Support Officer is responsible for:

Project Support

• Liaising with the government of Japan as well as relevant offices in UNOPS to ensure timely project signing and fund transactions for Japan-funded projects, including preparation of relevant documentation.
• Providing support to UNOPS country offices on communication, reporting, amendment, and any other issues related to implementation, administration and closure of Japan-funded projects, ensuring consistency with UNOPS rules and regulations as well as standard operating procedures.
• Reviewing official letters, reports, presentations, and other documents/materials prepared by UNOPS country offices to be submitted to the government of Japan.
• Liaising with the government of Japan as well as relevant offices in UNOPS to ensure timely refund of remaining balances under Japan-funded projects.

Business Development Support

• Reviewing the concept notes and proposals prepared by country offices to be submitted to the government of Japan.
• Providing country-specific analysis to country offices on funding from the government of Japan as requested.

Coordination Support

• Supporting meeting preparation and reporting for UNOPS senior leadership team and directors.
• Disseminating knowledge management materials and external communication tools to support country teams for outreach and knowledge management.
• Liaising with key stakeholders in Japan to set up meetings and prepare minutes of meetings as required.

Office Administration Support

• Reviewing various accounting transactions to ensure correctness of disbursements and adherence to relevant staff rules , financial regulations and rules, administrative instructions and practices.
• Processing payment to suppliers/subcontractors and vendors of goods and services through the Atlas system (create vouchers, and run the pay cycle).
• Ensuring the replenishments of the Bank account and petty cash are made on time.
• Settle amounts due, or recover outstanding receivables.
• Keeping up-up to date on documents/reports/guidelines/audit files in an appropriate manner.
• Performing inventory.
• Alerting the Head of Office on any financial shortfalls and over-expenditures.
• Coordinating vendor communications, meetings and reports as necessary.
• Managing procurement and payment processes to meet operational needs, on a monthly and ad-hoc basis

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

• A Master’s Degree in a relevant field (e.g. Business Administration, Project Management, Development Studies, International Relations).
• 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.

Experience

• A minimum of 2 years of progressively responsible experience in project management and/or operations management, preferably with focus on monitoring and reporting.
• Demonstrated excellent research and analysis skills related to partner/business development in an international setting.
• Ability to work with computer and office software packages (MS Office) and knowledge of spreadsheet and database packages.
• Field experience or experience in developing countries is considered an asset.
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Language

• Fluency in both written and spoken English is required.
• Fluency in both written and spoken Japanese is required.

Contract type, level and duration

Contract type: ICA

Contract level: ICA-1 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

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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

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.

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.