Project Management Support – Senior Associate

• Support the Project Support Officer in maintaining the following:

i) Electronic Blue File,
ii) Upload on oneUNOPS (ERP) engagement and project level files
iii)Maintain Monthly Team work plan, monthly portfolio reports and stage plans

• 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.
• Enter data in oneUNOPS Project (UNOPS risk, lessons and issues management tool)
• Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons and all other registers/logs delegated by the Project Manager
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.
• Take minutes of regular team meeting and follow up on action points
• Manage the compilation, consolidation and analysis of relevant data of the mission;
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
• Support Project Manager in deployment of the staff in the field and supervise work of grantee
• Review progress of work plan given to Grantees.

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 Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;
• Alert the Project Manager or any financial shortfalls and over-expenditures; Propose budget revision and initiate corrective action when necessary;
• Coordinate vendor communications, meetings, and reports as necessary;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.

3. Operational and Logistic Support

• Review input of financial information, expenditures etc. in oneUNOPS;
• Support development and maintenance of oneUNOPS based management 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 Project
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
• Supports the 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;
• Supports the organization of induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Support and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and reports according to UNOPS document management guidelines; Supports the preparation of budget forecast 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;
• Upon instruction of the project manager, undertake field missions as required Establish and monitor an internal control system for all administrative actions.
• Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of Project Management Officer.
• Manage the travel plan of the Procurement Portfolio Team, manage travel booking, and
• coordinate with the Admin Team for DSA and other related requirements for travel.

4. Knowledge Management and Innovation

• 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 and ensure 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.