Purpose and Scope of Assignment

Under the overall guidance and direction of the Project Manager, and in close coordination with the Programme Management Office, the Project Management Support Officer (PMSO) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives.

 

Functional Responsibilities

 

The PMSO will be responsible for monitoring specific administrative and financial transactions, preparing and updating financial reports, providing information and bringing to attention issues related to the project’s support operations. Specific responsibilities and duties include, but are not limited to:

• Provide support to the overall aspects of project operations related to finance, human resources, procurement and logistics, among others.
• In consultation with the Project Manager, provide support on all matters relating to financial management and administration in compliance with established procedures, SOPs and the UNOPS Financial Regulations and Rules (FRR).

 

• Provide effective support and accurate guidance to the PM on all issues relating to UNOPS support-service functions.
• Ensure accuracy, consistency and applicability of supporting documents (project document, budget, awards, contract validity, No Objection Letters as required, among others).
• Prepare payment requests and necessary supporting documents (financial forecasts and/or Project Delivery Reports) for submittal in accordance with project agreements.
• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure completeness of required supporting documents.
• Liaise with UNOPS support service offices 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.
• Ensure conformity of project disbursement requests with UNOPS FRR, work plans and availability of resources/funds for disbursement.
• Receive, review and process recruitment requests, certification of payments and other forms of requisitions from the project office, project team or through designated recipients.
• Raise requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents.
• Commit funds through purchase orders (PO) in the financial system in accordance with SOPs.
• Prepare updated financial reports in compliance with reporting requirements to donors, or as specified in the agreement (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc).

 

• Prepare budget revisions in the system in consultation with the PM and Finance Section.
• Provide input for the narrative progress reports and other reporting requirements as requested by the PM.
• Prepare the project’s operational and financial completion requirements – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, personnel separation, among others.
• Support the effective delivery and implementation of procurement services in coordination with the PM and the Procurement Office and ensure that administration of logistics and assets management are in compliance with established rules and regulations.
• Perform any other tasks as may be assigned.

 

Education/Experience/Language requirements

 

A. Education

• Bachelor’s Degree in Business Administration, Commerce, Finance, Management, Economics, Accounting, Public Administration or a relevant field. Professional Certificate in a relevant field and/or a Master’s Degree would be an asset.

B. Work Experience

• At least 2 years of progressively responsible experience in providing administrative and project operational support in the areas of finance, human resources, procurement, logistics and assets management, among others.

 

• Knowledge of UNOPS/UN rules and regulations preferred.
• Prior experience in multi-stage reporting and project support is desirable.
• Proficiency in using Google Suite Package (Google Sheets, Google Docs, and Google Presentation) is preferred.

C. Languages

• Excellent knowledge of both written and oral English is required.
• Knowledge of Dari/Pashto is desirable.

 

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.