Project Management Support Associate

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Description

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• Summary of Key Functions  
• Project monitoring and reporting
• Project Financial Reporting 
• Operational and administrative support
• Knowledge management and innovation
• Project monitoring and reporting

• Electronic Blue File,
• Upload on oneUNOPS (ERP) engagement and project level files.                                        
• 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 on the shared drive as per the organization guideline for record keeping.
• Maintain electronic records of the partners’ request for service and liaison with the HR Team for issuance of contracts and updates on the contract tracking sheet. 
• Enter data in OneUNOPS, partners reporting requirements and update regularly.
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.
• Take minutes of regular partner meetings and follow up on action points. 

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
• Maintain project tracking sheet  and alert the Project Manager on project end date and reporting requirements of projects. 
• Monitor and record best practices and innovative approaches within UNOPS FRR; identify and show alternative options according to activity needs.
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.
• Facilitate information flows and support in managing risk registers and issues.
• Support the documentation of lessons learned and best practices.
• Assist the project planning process.
• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests. 

• Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building training. 
• In consultation with the Project Manager, prepare amendments for Project Agreements and budget revisions when applicable.
• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking of multiple donor activities.
• Liaison with partner focal persons for preparation of non-payroll Request for Payments.
• Liaise with any external partners, as well as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities.

• Support the compilation of lessons learned as per defined reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Support that local capacities are built at every level and opportunity for Project Support.
• Maintain records of project files and activity reports in hard and soft copy.

• A secondary school certification is required.
• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, or related field may be considered as a substitute for 4 years of qualifying work experience.
• A relevant professional or technical diploma may be considered as a substitute for 2 years of qualifying work experience.

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Financial Management with focus on budget preparation, monitoring, recording, reporting, and coordination is required. 
• Experience working with the Google Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is an asset.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Finance, HR Management and administrative rules and regulations will be an advantage.

• Proficiency in written and oral English is required. a
• Knowledge of the local language(s) is an asset.

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