Project Management Support Senior Officer at UNOPS

UNOPS

Position: Project Management Support Senior Officer

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 1 month ago

Deadline: Submition date is over

The Project Management Support Senior Officer has a functional line of reporting to the Project Management Support Specialist Team Leader and a day-to-day reporting to the Project Managers to which s/he is assigned to support. The incumbent is responsible for supporting the Project Manager(s) with the day-to-day operations of the project and coordinating progress and implementation, including facilitating the project(s) compliance policies and procedures of the organization and ensuring data quality in the ERP; Portfolio, Programme, and Project Management Platform and other digital tools.

The successful candidate maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports problem analysis and solution identification as necessary, coordinates resolution as per action items assigned, drafts required correspondences to stakeholders concerned and prepares mission reports. S/he must be able to perform their role with a high degree of autonomy, establishing strong collaborative relationships with the Support Services departments, and may be required to guide the work of other team members on policy and process-related matters. The role can often be required to work in complex and challenging environments with limited resources.

Functional Responsibilities

The Project Management Support Senior Officer will be responsible for the below-listed responsibilities.

• Project Implementation
• Financial and Procurement management
• Project Monitoring and Reporting
• Coordination and Liaison/ Stakeholder Management
• Knowledge Management and Innovation
• Operational and Logistics Support

1. Project Implementation

• Alert the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R), 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);
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
• Managing information flows and overseeing change controls, risk registers, and issue management; documenting and feedback lessons learned and best practices;
• Supporting the project planning process;
• Maintenance of all supporting project financial documents for audit and review processes;
• Management of work packages within the project as and when required;
• Assist the Project manager in monitoring the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;
• Continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;
• Supervise Project Associates and Assistant(s) within the Team, to ensure work efficiency and quality at;

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;
• Coordinate with the Finance team to ensure due diligence
• Support the Project Manager by monitoring budgets, cash flow, and reporting on expense obligations to ensure that deliverables are met;
• Alert the Project Manager of 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 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 Manage;
• 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 related to the project(s);
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations;

4. Coordination and Liaison/ Stakeholder Management

• Contract management of all contracts (Procurement, HR, Service Contracts, etc) under the Project;
• Pro-actively coordinate/liaise with support units on all administrative matters related to contract management;
• Liaise with the Programme Management Office (PMO) Team Members to complete compliance and project assurance-related tasks;
• Support the coordination and management of communications

5. Knowledge Management and Innovation

• Participate in relevant Communities of Practice;
• Proactively remain abreast of new developments, innovations, and tools related to Portfolio, Programme, and Project Management (P3M) practices promoting a common approach and frame of reference;
• Supports the Project manager to implement knowledge and document management policies and guidance;
• Contribute to the mainstreaming of innovation and efficiency initiatives of the organization by facilitating their application at the project level;
• Actively interact with PMs and the wider PM Support community to share case studies, lessons learned, and best practices in the Knowledge System;
• Support the compilation of lessons learned as per 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

6. Operational and Logistics Support

• In consultation with the relevant stakeholders, prepare amendments to Agreements and Budget Revisions when applicable;
• Support the Project Manager in progressing Engagements and Amendments through oneUNOPS Project;
• Review input of financial information, expenditures, etc in oneUNOPS ERP;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of UNOPS management information systems to ensure real-time tracking and asset management under the project activities;
• Liaise with the Finance Unit to process and monitor all payment requests within the Project;
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
• Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required;
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Ensure Project Managers supervise and review submissions for Contracts, Purchase orders, Waivers, and related documents before final approval;
• By UN and UNOPS Security Policies, manage travel for all personnel in the Project Team;
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and Activity reports in hard and soft copy;
• Prepare budget forecasts and periodic financial reports as requested;
• Review weekly Activity reports and quarterly financial reports concerning outputs based on work plans and budget forecasts;
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
• Identify operational, administrative, financial, and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action;
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites to review compliance with recognized procedures as required;
• Establish and monitor an internal control system for all administrative actions;

IV. Impact of Results

The Project Management Support Senior Officer directly impacts the achievement of project results by supporting the Project Manager to adhere to policy requirements, project management methods, and strategies, reduce risks, cut costs, and improve 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

Education:

• A Master's Degree in a relevant field (e.g. Business Administration, Finance, Project Management or related fields) is required.
• A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted instead of the education requirements outlined above.

Certification:

• PRINCE2 Foundation certification or equivalent is an advantage

Experience:

• A minimum of two (2) years of relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with a focus on monitoring, reporting, development, and coordination or a related field is required;
• At least one (1) year of experience working with Enterprise Resource Management Systems (ERP), other Management Information Systems (MIS), data analytics, and/or reporting is required;
• At least one (1) year of experience implementing procedures in Procurement, Finance, HR Management, or administrative rules and regulations is highly desirable;
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset.
• Previous experience in a UN is highly desirable;
• Proven experience working with an advanced understanding of operational risk management is highly desirable;
• Being familiar with web-based applications and Google-Suite products, especially Google Docs, sheets, slides, and forms is an asset;

Language Requirements:

• Fluency in written, spoken, and read English is required
• Knowledge of another UN official language is an asset.

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 a 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.