Management and Coordination Specialist

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Description

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The incumbent will work on a large-scale procurement project which will include the procurement of furniture, equipment, IT equipment,  vehicles and other services for the health, education, tourism and public finance sectors in Jordan. The 5-year project is expected to increase the capacity and commitment of the Government of Jordan to boost health outcomes of families and communities, improve learning outcomes for school-aged children, and enhance the preservation and protection of the primary protected areas and heritage sites in Jordan.

The team consists of around 5-7 full-time personnel as well as part time consultants who will support the delivery of this project.

Under the overall guidance and direct supervision of the Senior Project Manager, the Management & Coordination Specialist will support the PM in coordinating with the Government of Jordan (GOJ) entities, as well as conducting verification visits to the different sites of procurement (Hospitals, schools, touristic sites, Ministry of Finance sites) and other project sites as required. The Management and Coordination Specialist Specialist’s responsibilities include, but are not limited to:

• Project implementation
• Financial and procurement management
• Monitoring and reporting
• Stakeholder engagement
• Knowledge management and innovation
• Personnel Management

Project implementation:

• Support the Senior Project Manager in developing, completing and updating relevant plan(s) including, but not limited to, the implementation plan and procurement plan
• Support the project team to implement the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the Donor.
• Conduct verification visits to the different sites of procurement (Hospitals, schools, touristic sites, and Ministry of Finance (MOF) sites, and Ministry of Digital Economy and Entrepreneurship’s (MODEE) National Information Technology Center (NITC) to ensure quality control
• Provide coordination and monitoring of operational processes implemented throughout all project components 
• Monitor procurement, reporting and financial management processes
• Ensure the progress of activities and the delivery of work packages
• Coordinate with the Senior Project Manager and communicate openly and transparently to facilitate achievement of milestones and deliverables in project implementation.
• Inform the Senior Project Manager of any deviations from the project plan and provide support to make the necessary updates
• Identify and manage risks in collaboration with the Senior Project Manager

Financial and procurement management:

• Compile data and research information for planning of financial resources/administrative budget related to the operating environment of the project
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan
• Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that effective and efficient achievement of project objectives
• Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements
• Escalate any significant risks related to financial and procurement matters to the Senior Project Manager when necessary and resolve issues together with the project team and support teams in AMMMCO
• Prepare budget revisions, when necessary
• Coordinate necessary meetings, information sharing and reports with suppliers

Monitoring and reporting:

• Support field activity monitoring, assisting the Senior Project Manager in observing processes implemented throughout the project lifecycle
• Oversee documentation and payments and ensure timely response and processes to support project personnel
• Actively participate in the preparation of reports and governance requirements of the project
• Prepare donor and internal progress and/or financial reports, alongside a final implementation progress report, in accordance with donor and UNOPS requirements for reporting
• Manage project logs and records, and maintain and file project documents and other supporting documents ensuring version control and other quality measures
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)
• Provide routine oversight and analysis of delivery data within the dashboard system.

Stakeholder engagement:

• Establish solid working relationships with the project board, government and donor counterparts and community representatives. 
• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and shared ownership of the project objectives
• Advise the AMMMCO Management on issues that may impact the achievement of their outcomes 
• Participate in stakeholder meetings as required

Knowledge management and innovation:

• Support the management of lessons learned in accordance with the chosen reporting system
• Facilitate local capacity development in accordance with needs at all levels and foster opportunities for project support
• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building
• Maintain and organize project information in formats that comply with confidentiality, access, good governance and organisational guidelines  
• Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool) 
• Take minutes of regular team meeting and follow up on action points  
• Support and role model good practice in the use of tools and techniques for knowledge management

 Personnel Management:

• Support the Senior Project Manager in leading and motivating the project team
• Perform duties of Officer in Charge when delegated
• Ensure that behavioral expectations of team members are established 
• Ensure that performance reviews are conducted timely and objectively
• Ensure safety and security for all personnel and comply with UNDSS standards
• Ensures high-quality recording of results, performance, and services of the team and its implementing agencies

 Education/Experience/Language requirements

Education: 

•  Advanced university degree (Master’s or equivalent) preferably in Business Administration, Political Science, International Relations, Engineering, Procurement or related fields is desired.
•  A first level university degree with a relevant combination of academic qualifications and 2 additional years of experience may be accepted in lieu of the advanced university degree.

Expereience: 

• A minimum of 5 years of experience working in multi-sectoral complex projects/programmes is required;
• A minimum of 2 years experience working on procurement-related activities in healthcare and/or education sector is required;
• Proven capacity to interact with a variety of stakeholders, including governmental and non-governmental partners, other UN agencies and international donors is required;
• Experience in writing comprehensive and is required;
• Working experience in Jordan will be a strong asset. Previous experience working in the Middle East will also be an asset.

Langauge: 

• Fluency in spoken and written English is required; 
• Fluency in spoken and written Arabic is required

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29336#1

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