Project Management Support Specialist

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Description

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The Project Management Support- Senior Officer reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for coordinating and supporting the Senior Project Manager with the day-to-day operations and liaising with relevant counterparts, government stakeholders and working group focal points on all project related matters, specifically pertaining to enhancing the coordination and efficiency on the side of resilience. The Project Management Support- Officer will also work closely with the different donors for the infrastructure projects.  S/he 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 mission reports. S/he is most likely required to work in complex and challenging environments with limited resources.

Functional Responsibilities
Project implementation:

• Gain a thorough understanding of the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the World Bank
• Provide observation and monitoring of operational processes implemented throughout the  and operational management of all project components 
• Observe and monitor procurement, reporting and financial management processes
• Ensure the progress of activities and the delivery of work packages
• Coordinate with the Sr Project Manager and communicate to him/her the progress of the work
• Inform and advise the Sr Project Manager of any deviations from the project plan and make the necessary updates
• Identify and manage risks in collaboration with the Sr Project Manager

Financial and procurement management:

• Compile data and researches information for planning of financial resources/administrative budget  
• Coordinate protocol matters, ensuring efficient delivery of client services
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan
• Support the Sr Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met
• Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements
• Coordinate necessary meetings, communications and reports with suppliers

Monitoring and reporting:

• Support field activity monitoring, assisting the Sr Project Manager in observing processes implemented throughout the Rural Service Development Project (RSDP)
• Oversee travel authorizations, documentation, and payments and ensure timely response and processes.

Actively participate in the preparation of reports and project documents:

• Prepare project and/or financial bi-monthly progress briefs, alongside a summary final implementation progress report, in accordance with the World Bank and UNOPS requirements for reporting
• Manage project logs and records, and maintain and file project documents and other supporting documents
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)
• Provide routine oversight and analysis of delivery data within the dashboard system

Stakeholder engagement:

• Establish solid working relationship with the project board, RSDP, DPLGA, World Bank and district and provincial teams 
• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products
• Advise the client on issues that may impact the achievement of their outcomes 
• Participate in stakeholder meetings as required
• Knowledge management and innovation
• Support the management of lessons learned in accordance with the chosen reporting system
• Ensure local capacity building at all levels and foster opportunities for project support
• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building
• Maintain and organize records of project files and other supporting documents on the shared drive as  per the organization guideline for record keeping.  
• Enter data in knowledge and risk management tools (UNOPS risk, lessons and issues management tool) 
• Take minutes of regular team meeting and follow up on action points  
• Provide expertise in the use of tools and techniques

Personnel Management:

• Support the Sr Project Manager in leading and motivating the project team
• Support by covering the role of the Team Manager when delegated
• Ensure that behavioral expectations of team members are established 
• Ensure that performance reviews are conducted timely and objectively
• Ensure safety and security for all personnel and comply with UNDSS standards
• Ensures high quality recording of results, performance, and services of the team and its implementing agencies. 

Education/Experience/Language requirements:
Education:

• Advanced University Degree (Master’s degree) in Business Administration, Economics, Project Management, International Relations  or related field is required.
• First level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.
• PRINCE2® Basic or Practitioner courses are an asset.

Work Experience:

• Experience in project assurance and/or compliance is required.
• Demonstrated knowledge of United Nations rules and procedures in the areas of programme implementation, procurement, finance, and reporting is an asset. 
• Experience working on World Bank-funded projects, familiarity with their rules and regulations is an asset. 
• Knowledge of Google Suite applications is an asset.
• Prior experience in program oversight including coordination with the relevant stakeholders is an asset.

Languages:

• Full Working knowledge of the English language is required.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27620#3

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