Project Management Support – Officer (Operations), LICA-8, Tarawa, Kiribati

South-East Asia and Pacific Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi-Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi-Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi-Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

The Project

In June 2023, the Government of Australia, represented by the Department of Foreign Affairs and Trade (DFAT), and the United Nations Office for Project Services (UNOPS), executed a grant agreement, the Australia Kiribati Climate Security Initiative (AKSI), to address the need for practical and sustainable solutions to enhance coastal resilience in Kiribati. The objective is to implement high-quality, inclusive, and resilient coastal protection solutions, across three sites in Tarawa, to improve the resilience of Kiribati to the impacts of climate change. The project seeks to engage a Project Management Support – Officer (Operations) based in Tarawa to support the project implementation as detailed below.

Functional Responsibilities

Under the guidance and direct supervision of the Project Manager, the Project Management Support – Officer (Operations)’s roles and responsibilities will be as follows:

1. Project Management

• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents,
• Assist the Project Manager in managing information flow, change control, risk register, and issue resolution by establishing document control procedures,
• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge-building,
• Assist the project manager in the preparation of project completion reports and ensure compliance with contractual obligations,
• Provide expertise in the use of UNOPS tools and techniques,
• Assist the project manager in the coordination with the host country’s government so that the project meets legal requirements promptly,
• Assist the Project Manager to liaise with relevant local authorities for regulatory compliance.

2. Administration, Finance, Logistics

• Liaise with the UNOPS support service team for project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services, and assets management.
• Ensure all business processes are backed up by required supporting documents and maintain an effective records system
• Maintain and file all project financial documents for audit and review purposes
• Ensure accurate data entry into UNOPS ERP
• Assist the Project Manager in monitoring the project expenses and budget as per the work plan and financial rules and regulations.
• Assist the Project Manager in processing payments, advance payment requests, and prepare project budget revisions
• Assist the Project Manager in generating financial reports through the UNOPS ERP adopting financial controls and reporting guidelines
• Coordinate necessary meetings, communications, and reports with suppliers
• Notify the Project Manager of any financial shortfalls or overspending
• Responsible for asset and inventory management under the project
• Prepares applications for tax exemption for the arrival of international shipments

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 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.

Education/Experience/Language requirements

Education and certification

• First-level university degree (Bachelor’s or equivalent), preferably in Project Management, Business Administration, Finance, Accounting, Logistics, International Relations, or other relevant discipline, is required.
• An advanced university degree (Master’s or equivalent) or higher degree in the above-mentioned field is desirable and may substitute some of the required years of experience.
• Prince 2 Foundation Certification will be considered an asset.

Experience

• A minimum of two (2) years of relevant professional experience in providing administrative and project operational support in the areas of Administration, Finance, and Logistics.
• Experience with an international Organization and UN Agencies is an asset.
• Experience in the public sector in Kiribati is an asset.
• Knowledge of UNOPS/UN rules and regulations is preferred.
• Proficiency in using computers and Google Suite applications as well as web-based management systems is preferred.

Language requirements

• Full working knowledge of English is required
• Working knowledge of another official UN Language is an asset

Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: ICS 08/LICA 08
3. 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

Application open only to Kiribati nationals or with valid residence.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.