Project Management Officer job at UNOPS

1. Project Implementation

Support the Project Management Support Specialist in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;

Monitor project financials and advise the Project Management Support Specialist 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 management support specialist in the monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the project management support specialist.

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.

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 Management Support Specialist by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

Alert the Project Management Support Specialist or 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 Project Management Support Specialist 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 Management Support Specialist.

Support the Project Management Support Specialist in maintaining the following:

Electronic Blue File,

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 Management Support Specialist 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 projects;

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 project assurance-related tasks;

5. Knowledge management and innovation

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 Logistic Support

In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;

Review input of financial information, expenditures, etc in One UNOPS;

Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;

Support development and maintenance of 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 projects.

Assist the Project Management Support Specialist 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 rendering support to consultants in the course of their assignment;

Supervise and review submissions for contracts, purchase orders, waivers and related documents prior to final approval;

In accordance with 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 with respect to 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 management support specialist, participate in periodic visits to the project sites to review compliance with recognized procedures.

Establish and monitor an internal control system for all administrative actions

Perform other duties as assigned by the Project Management Support Specialist.

Impact of Results 

The Project Management Support Officer directly impacts on the achievement of project results by assisting the Project Management Support Specialist 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.

 Job Requirements

Education/ Experience/ Language Requirements 

Education

• A Bachelor’s Degree in Business Administration, Supply Chain Management, Logistics, Emergency Management, International Relations or other relevant fields is required. 

• A Master’s Degree in Business Administration, Supply Chain Management, Logistics, Emergency Management, International Relations or other relevant fields will be an asset.

Certifications

PRINCE2® Foundation/Practitioner is an asset

Work Experience

• A minimum of two (2) years relevant experience, specifically in the field of Project Management or Operations Management, and/or in a combination of both with a focus on monitoring or reporting or development or coordination, or other relevant activities is required.

• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms and/or donors and/or security and/or operations management, is an asset.

• Experience and demonstrated knowledge of UN rules and procedures in procurement and/or finance and/or HR Management and/or administrative rules and regulations will be an advantage.

• Skills in budget preparation, financial reporting, coordination and report writing are assets.

• Working experience in Ethiopia will be an added advantage.

Language Requirements: 

• Fluency in writing, speaking and reading English is required.

• Knowledge of other UN official languages 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.

Contract Type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA 8 /ICS-8

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

How to Apply

Register using the following LINK