Job Description

Background Information - Job Specific 

The UNOPS Ethiopia Office has in the recent past signed MOUs with Government Ministries and other UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. In order to efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS Ethiopia office is in need of an experienced Infrastructure Project Support Analyst who has financial and Operation background. The incumbent will work under the direct supervision of the Infrastructure Projects Team Leader in UNOPS Ethiopia Office.  

Functional Responsibilities

 Summary of functions:

• Project Implementation
• Financial and procurement management
• Project Monitoring and Reporting
• Coordination and liaison
• Knowledge management and innovation
• Operational support

1.Project implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
• Supervise project financials and advise the Project Manager accordingly;
• Supervise expenditure and take relevant action when required to revise budgets (realignment and amendment);
• Supervise and record standard methodologies and innovative ways within UNOPS FR&R; identify and show alternative options according to Activity needs;
• Leading information flows and coordinating change controls, risk registers and issue management; document and feedback lessons learned and standard methodologies;
• 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 of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager
• Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.

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.
• Supervise 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 supervising budgets, cash flow and reporting on expense obligations to ensure that result are met.
• Alert the Project Manager or any financial shortfalls and over-expenditures.
• Propose budget revision and initiate corrective action when vital.
• Coordinate vendor communications, meetings, and reports as vital

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.
• Lead 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.Coordination and Liaison

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
• Proactively coordinate/collaborate closely with support units on all administrative matters related to contract management
• Collaborate closely with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

5.Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format.
• Chip in to the dissemination and sharing of standard methodologies and lessons learned for planning and knowledge building.
• Supply to expertise in tools and techniques.

6.Operational Support

• In consultation with the relevant partners, assist in preparing amendments of Agreements and Budget revisions when applicable;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Collaborate closely with the Finance Unit to process and supervise all payment requests within the Project
• Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
• Coordinate all project and partner meetings as and when vital, and maintain records of these meetings.
• Maintain records of project files and Activity reports in hard and soft copy.
• Prepare budget forecast and periodic financial reports as requested.
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts
• Collaborate closely with finance and logistics/procurement units in supervising 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 advised by the Project Manager, participate in periodic visits to the project sites to review compliance with recognized procedures.
• Perform other duties as assigned by the Project Manager.

Impact of Results

The Project Support Analyst directly impacts on achievement of project results by assisting the Project Manager to enforce to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the openness 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 balanced development and project services.

Contract type , level and duration 

• Contract type: Individual Contract Agreement (ICA)
• Contract level: LICA-8
• 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 

Additional Consideration 

• 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.
• 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
• 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.

PLEASE NOTE THAT ONLY ETHIOPIAN NATIONALS OR THOSE WHO HAVE THE RIGHT TO LIVE AND WORK IN ETHIOPIA ARE ELIGIBLE FOR CONSIDERATION FOR THIS NATIONAL POSITION.

Job Requirements

Education:

• A Bachelor’s Degree in a relevant field (e.g. Business Administration, Emergency Management, International Relations). A Master’s degree will be an asset.

Experience:

• A minimum of 2 years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination is required.
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is 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 Requirements: 

• Full working knowledge of English is essential.
• Fluency in one or more additional official UNOPS languages is an advantage.  

How to Apply

Please use the below link to apply.

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=20368#6