Project Management Support Specialist

Background Information – Job-specific

The Project Management Support Specialist reports directly to the Senior Project Manager who provides broad supervision and has a secondary reporting line to the Head of Support Services who provides technical guidance. The role is responsible for supporting the Senior Project Manager with  the day-to-day operations of the project, planning and coordinating implementation activities.  He/she maintains a close eye on the operational and financial performance, identifies probable  issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences  to stakeholders concerned and preparation of project reports. The Project Management Support Specialist may often have to work in complex and challenging environments with limited resources.

S/he must be able to undertake the below duties and responsibilities:

Functional Responsibilities

• Project Formulation and Programme management support
• Project Implementation, Delivery and Performance
• Financial and procurement management Procedures
• Stakeholder engagement
• Quality Assurance
• Knowledge management and document management
• Monitoring and reporting
• Personnel Management

Project Formulation and Programme management support

• Draft proposals, project budgets, work and financial plans in accordance with UNOPS Policies and Procedures.
• Review the operational aspects of proposed projects and analyze implementation arrangements for soundness, feasibility and cost implications.
• Set up projects in ERP, follow the process required to obtain HQ approvals
• Coordinate delivery of work packages, identify and escalate to the Project Manager any deviations from the approved plans
• Maintain and update implementation plans, identify and escalate risks as relevant
• In consultation with the Senior Project Manager, provide support and guidance on all issues relating to UNOPS financial management procedures, administrative guidelines and SOPs.
• In collaboration with relevant personnel, establish monitoring mechanisms to measure delivery against targets outlined in the funding agreement.
• Track programme results against targets, alert relevant management if delivery is not on track, compile data and draft reports to internal and external stakeholders and support the management team to prepare for internal reviews.
• Prepare, and provide editing support for, high quality summary and analytical reports including, but not limited to, project reports, annual reports, situation reports, briefing notes, and UN reports.
• Prepare written summaries of meetings/visits and ensure relevant team members implement follow-up actions, as appropriate; research and prepare analytical, and sometimes sensitive, documents for the management team.
• Initiate and obtain approval for changes in project components to attain project objectives more effectively (and negotiate for additional funds if needed) or when necessary for the project extension.

Project Implementation, Delivery and Performance

• Provide support to the overall aspect of Finance, HR, Procurement and Logistics related matters of the Cost Recovery.
• Comply with all organizational policies and specifically the Project Management Manual
• Prepare/adapt all relevant plans for approval by the Project Executive.
• Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
• Ensure the development and implementation of project financial management guidelines and control mechanisms in conformity with UNOPS rules and regulations.
• Manage budgets, cash flow, and obligations to ensure deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage UNOPS indirect costs and shared direct costs, and related corporate charges as they apply to the project.
• Understand the unique structures of the UN and budget appropriately for personnel
• Manage expenditures against the budget (based on accurate financial reports).
• Act as committing officer and monitor and instruct/request others to carry out the relevant commitments and disbursements.
• For project closure purposes, provide a formal handover of the project to the closure manager.
• In coordination with the Senior Project Manager, ensure maintenance of the project files and lessons learned are recorded.
• Prepare budget revisions in oneUNOPS and provide all necessary documents to the Senior Project Manager.
• Prepare draft financial reports and schedules on the UNOPS accounts and provide periodical and/or ad hoc financial reports to UNOPS and clients (i.e. project delivery reports, financial monitoring reports and progress reports, etc).
• Coordinate submission and verification of financial reporting inputs for the consolidation of monthly and quarterly reporting inputs.
• Support the applications of policies, practices and procedures associated with the overall implementation of the Project.
• In coordination with the Senior Project Manager, develop, complete, and update implementation plan(s).
• In coordination with the Senior Project Manager, implement the approved plan (including the establishment of milestones) within tolerances set in Legal Agreement.
• In coordination with the Senior Project Manager, embed sustainability dimensions, including social and gender inclusion, and environmental and economic aspects into project life span.
• Support the Senior Project Manager in managing the production of the required outputs, and support the Senior Project Manager in taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• In coordination with the Senior Project Manager, ensure that quality of deliverables complies with the quality requirements defined in the Implementation Plan.
• Liaise with any external suppliers or account managers
• Monitor project progress, ensuring that deliverables are being executed properly
• Accept goods, services, or works delivered by suppliers. Lead contract management duties, including supplier performance evaluation.
• Identify and anticipate in a timely manner potential risks and issues and advise mitigating measures to the Project Executive so that maximum benefit to partner(s) and other stakeholders is achieved.
• Identify and report to the supervisor potential project opportunities for UNOPS.

Financial and procurement management Procedures

• Maintain all supporting project financial documents for audit and review processes.
• Support project audit activities, including planning, preparation, and coordination during the audits and follow up on audit observations/recommendations.
• Prepare payment requests and necessary supporting documents (Financial forecasts and/or PDRs) for submission in accordance with the Business Cases.
• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure accuracy of supporting documents.
• Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, procedures, the project work-plan and availability of financial resources/budget.
• Monitor all financial aspects of project implementation and the desired outcomes within the budget; identify operational and financial problems and find workable solutions.
• Make contract related payments, update records and information in line with other UNOPS departments involved.  Ensure that all payment documents are processed in a timely manner.
• Prepare procurement plans on annual bases or upon request in consultation with the Senior Project Manager and relevant units, make recommendations and do follow ups.
• Raise vendors and 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.
• Support the Senior Project Manager and other team members to draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.

Stakeholder engagement

• In coordination with the Senior Project Manager, develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
• Establish solid working relationships with the Senior Project Manager (and his/her team) and Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
• Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover outputs.

Quality Assurance

• Work with internal stakeholders to ensure projects comply with audit requirements.
• Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems.
• Coordinate quality reviews of project documents and deliverables.
• Provide quality control for management outputs (project documents, reports, etc.).

Knowledge management and document management

• Encourage routine and effective capacity building activities to build the long-term and sustainable capacity of staff.
• Actively interact with other Project Management Support Specialists and the wider PM community to share case studies, lessons learned, and best practices.
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learned are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice.
• Research and logging of lessons learned throughout the project life span.
• Maintain records of project files and other necessary project documents such as documentation of decisions and actions taken on project issues.
• Identify, contribute to, record and share the ongoing development and implementation of best practice, lessons identified, and innovative approaches to improve overall project performance.
• Contribute to the management and upkeep of risk management and issue management logs and processes.

Monitoring and reporting

• Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule, and quality).
• Maintain diaries and progress reports as required by the organization’s standard procedures.
• Provide routine oversight and analysis of delivery data within the dashboard system.
• Ensure all project team members track and regularly update milestones and targets for the duration of projects’ life span.

Personnel Management

• Support the Senior Project Manager to lead and motivate the Project team.
• Ensure that behavioral expectations of team members are established
• Ensure that performance reviews are conducted fairly, accurately, and timely
• Select, recruit and train the team as required, and take into account gender parity and diversity objectives.
• Support the Senior Project Manager in ensuring safety and security for all project personnel and comply with UNDSS standards
• Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, sexual exploitation, and abuse.
• Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.
• Ensure the effective planning, recruitment and development of a flexible workforce with the skills and competencies needed to ensure optimum performance, and ensure gender and geographical diversity.
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).

Education/Experience/Language requirements

Education

• An advanced university degree (e.g. Master) in Business Administration, Development Studies or related field (e.g. International Relations), preferably with a focus on project management and finance.or other related field is required. A first-level university degree (e.g. Bachelor) in the abovementioned fields in combination with two (2) additional years of relevant work experience, or a secondary education (e.g. High School) in combination with a total of  eleven (11) years of relevant work experience may be accepted in lieu of the advanced degree.
• PRINCE2 Foundation and Practitioner Certifications are highly desirable.
• A project management certification (PMP or similar) is an advantage.

Experience

Required:

• Candidates must meet the following minimum years of experience in operations, logistics, procurement, and management, with a focus on monitoring, reporting, development, and coordination in a public sector organization:
• 5 years of relevant experience with an advanced university degree (e.g., Master’s degree).
• 7 years of relevant experience with a first-level university degree (e.g., Bachelor’s degree).
• 11 years of relevant experience with a secondary education qualification (e.g., High School diploma).
• Experience working in developing countries is required.

Desirable:

• Experience in project and programme management is an asset
• Prior experience working in international organisations, international development, post-disaster and/or emergency contexts would also be an advantage.
• Previous experience with UNOPS is a strong advantage.
• Experience working in Afghanistan is appreciated.

Language Skills

• Fluency in English is required.
• Knowledge of another official UNOPS language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29342