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Leadership, Team and Resource Management
Project Implementation
Financial and Procurement management
Project Monitoring and Reporting
Coordination and liaison/ Stakeholder Management
Knowledge Management and Innovation
Operational and logistical support
Lead, Motivate and Manage the pool of Project Management Support (PMS) personnel;
Ensure that behavioral expectations for Project Management Support team members are established;
Actively contributes to the implementation and further refinement of the Resources Pool Management Strategy; promoting synergies across the MCO;
Identify emerging resources needs and proposes solutions to ensure uninterrupted and consistent support the Project Managers in project delivery;
2. Project Implementation Oversight
Advise Project Managers and PMS Team members on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
Provide functional oversight and monitoring of project financials and advise the Project Managers accordingly;
Ensure all projects expenditures are tracked regularly and take relevant action when required to revise budgets (realignment and amendment);
Ensure all projects monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
Facilitate information flows and provide functional oversight to PMS Team members support to change controls, risk registers and issue management; document and feedback lessons learned and best practices;
Support project planning as required;
Ensure PMS Team members contribute to the maintenance of all supporting project financial documents for audit and review processes;
Provide functional oversight to PMS Team members’ continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;
Provide functional oversight to PMS Team members to ensure work efficiency and quality towards intended outcomes, partner commitments and operational excellence exigencies at all times;
Assume the Project Management Support Specialist Role on projects as assigned by the Head of Programme;
Ensure PMS Team members maintain all supporting project financial documents for audit and review processes;
In collaboration with the PMO team, provide periodic analysis to ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system;
Undertake regular and in-depth reviews of financial information, expenditures etc in UNOPS ERP;
Monitor project budgets and financial expenditure and all administrative procedures in line with legal commitments and workplans;
Coordinate with the Finance team to ensure due diligence over financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements;
Support the Head of Programme to monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;
Alert Project Managers or any financial shortfalls and over-expenditures;
Provide advice to Project managers and PMS Team members on budget revision and initiate corrective action when necessary
4. Project Monitoring and Reporting
Support the Head of Programme to undertake quality and editorial assurance of project reports and documents.
Ensure PMS Team members maintain records of project files and other supporting documents consistently in line with prevailing guidance
Manage the compilation, consolidation and analysis of relevant data related to the project(s)
Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
5. Coordination and Liaison/ Stakeholder Management
Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
Pro-actively coordinate/liaise with support units on all administrative matters related to contract management
Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.
6. Knowledge Management and Innovation
Participate in, and advocate PMs’ participation in, relevant Communities of Practice;
Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System;
Supports the PMO to ensure lessons learnt are identified, captured and shared in a timely and appropriate manner.
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
Proactively remain abreast of new developments, innovations and tools related to Portfolio, Programme and Project Management (P3M) practices promoting a common approach and frame of reference;
Coach, mentor, train and otherwise support the Programme and Project Management Teams to fulfill their objectives and potential;
Act as an advisory resource for other Programme Team members as appropriate;
Contribute to expertise in tools and techniques
In consultation with the relevant stakeholders, provide oversight of the preparation amendments of Agreements and Budget revisions when applicable; support Project Managers in initiating and finalization of Amendments through oneUNOPS Projects
Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
Support development and maintenance of UNOPS ERP based management information systems to ensure real time tracking and asset management under the project activities;
Facilitate liaison with the Finance Unit to process and monitor all payment requests within the Project
Ensure PMS Team members support Project Managers in monitoring all HR requirements and related activities under the Project
Ensure PMS Team member supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
In accordance with UN and UNOPS Security Policies, ensure PMS team members manage travel for all personnel in the Project Team;
Take part in project and stakeholder meetings as and when necessary, and maintain records of these meetings;
Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
Identify operational, administrative, financial and other bottlenecks that may impede P3M delivery; recommend solutions and take appropriate remedial action;
On behalf of the Head of Programme participate in periodic visits to the project sites to review compliance with recognized procedures, as required.
Establish and monitor an internal control system for all administrative actions
The Project Management Support Specialist (Team Leader) directly impacts on achievement of project results by assisting the Head of Programme and Project Managers to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.
Advanced university degree (Master’s Degree or equivalent) in Business Administration, Finance, Logistics, Emergency Management, International Relations and/or relevant field is a requirement;
A first University Degree (Bachelor’s Degree or equivalent) in Business Administration, Finance, Logistics, Emergency Management, International Relations and/or other relevant field with an additional 2 years of relevant work experience may be accepted in lieu of the advance education requirements outlined above.
Certification:
Experience:
A minimum of five (5) years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination or related field is required;
A minimum of two (2) years experience in a supervisory role is required;
Demonstrated experience delivering or facilitating training/ capacity building workshops in project management related topics is highly desirable.
Proven experience working with Management Information Systems (MIS), data analytics and/or reporting is highly desirable;
Advanced understanding of operational risk management is highly desirable;
Proven experience in planning and implementing organizational and/or process change initiatives his highly desirable;
Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management;
Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
Experience and demonstrated knowledge of UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
Familiar with web-based applications and Google-Suite products, especially google docs, sheets, slides and forms is an asset
Language Requirements:
Fluency in Amharic and/or other Regional Language is Required
Working knowledge of French is an advantage
Working knowledge of Arabic is an advantage
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