Functional Responsibilities:

Under the direct supervision of the Project Manager, the Project Management Support- Specialist, will be responsible for supporting the Project Manager with the day-to-day operations and implementation of the 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, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of project reports.

Summary of functions:

Summary of functions:

1. Project Implementation

2. Financial and procurement management

3. Stakeholder management, coordination and liaison

4. Knowledge management and innovation

5. Development and Planning

6. 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 Project Manager on the implementation progress.
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with the 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 UNOPS ERP (Enterprise Resource Planning) system.
• 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 Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the 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
• Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
• Establishment of shortlist of suitable contractors/suppliers/IPs, and the preparation and issue of local tenders/calls for proposal. Evaluation of bids or proposals received and of recommendations for contract awards.
• In consultation with relevant colleague, review, administer and issue contracts, grants agreements, agreements/amendments.

3. Project monitoring and reporting

• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents.
• 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 Project Manager
• Support the Project Manager in maintaining the following: i. Electronic Blue File, ii. Procurement, HR and Finance files as required by Organizational Directive (OD) 12.
• Manage the compilation, consolidation and analysis of relevant data of the mission.
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

4. Stakeholder management, coordination, and liaison

• Establish effective and fruitful working relationships with project’s stakeholders including but not limited to the project Beneficiaries and Clients, as appropriate, providing advice and guidance on specific and general issues and where the appropriate system and fling matters;
• Support the coordination and management of communications;
• Contribute to building strong partnerships and effective coordination among relevant project stakeholders (e.g. United Nations, government and non-governmental organizations or other relevant partners) for the purposes of facilitating activities and improving the quality of the project products;
• Pursue engagement of national stakeholders in project implementation and their ownership of project products;
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Champion and communicate the project’s sustainability aspects with key stakeholders.

5. Development and Planning

• In conjunction with the Project team, provides appropriate levels of programmatic management and administrative support to the Project Manager regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
• Directly contribute to strategic oversight, advice and direction on Programme and project management activities in line with service agreements and project documents.
• Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners.
• Develops and establishes resource tracking systems for use within the Project, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.
• Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager.

Impact of results:

The Project Management Support -Specialist directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved 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.

Education/Experience/Language requirements:

Qualifications and Experience:

Education

• Master’s Degree in Project Management, Finance, Business Administration, International Relations or related field is required;
• A first-level university degree (e.g Bachelor's Degree with an additional 2 years of experience may be accepted in lieu of an advanced degree.

Certifications

• PRINCE2® Foundation/Practitioner Certification is highly desirable;

Work Experience

• A minimum of five (5) years relevant and progressive professional experience, specifically in the field of Project Management OR Operations Management with focus on monitoring, reporting, development and coordination is required.
• Previous experience of working within a complex programme environment will be an asset;
• Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools will be an asset;
• Strong experience with data analysis, management reporting and project management tools and information management systems is an asset;
• Experience working with infrastructure projects and operations is an asset.

Language Requirements

• Fluency in English Language (i.e. writing, reading and speaking) is required.
• Fluency in Somali is an advantage.

Think big. Meet challenges head-on. Help people build better lives.

• UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
• We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.

How to apply

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