- Support the
Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules
and Regulations (FRR) are adhered to for efficient project implementation
and progress;
- Monitor project
financials and advise the Project Manager accordingly;
- Track
expenditure and take relevant action when required to revise budgets
(realignment and amendment);
- Monitor and
record best practices and innovative approaches within UNOPS FRR; identify
and show alternative options according to Activity needs;
- Managing
information flows and overseeing change controls, risk registers and issue
management; document and feedback lessons learned and best practices
- Supporting the
project planning process;
- Maintenance of
all supporting project financial documents for audit and review processes;
- Management of
work packages within the project as and when required;
- Assist the
Project manager in monitoring of the project quality indicators and
undertaking monthly assurance tasks on behalf of the Project Manager
- Supervise Project
Assistant(s) within the Team, to ensure work efficiency and quality at all
times.
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.
- 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.
- 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
3. Project
monitoring and reporting:
- 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.
- Maintain the
following records: Quality Register, Configuration Item Records and all
other registers/logs delegated by the Project Manager.
- Support the
Project Manager in maintaining the following:
i. Project
Document Archive
ii. Procurement, HR and Finance files as
required by OI.LG.2018.03
- 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.
4.
Coordination and Liaison:
• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
• Proactively coordinate/liaise with support units on all administrative matters related to contract management
• 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.
• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.
5. 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.
• Contribute to expertise in tools and techniques.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
6. Operational and Logistic Support:
• Support development and maintenance of ERP (Enterprise Resource Planning) 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.
• 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.
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment.
• Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval.
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings.
• Maintain records of project files and Activity reports in hard and soft copy.
• Prepare 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.
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Sierra Leone to review compliance with recognized procedures.
• Establish and monitor an internal control system for all administrative actions
• Perform other duties as assigned by the Project Manager.
Impact of Results
The
Project Support Officer directly impacts on achievement of project results by
assisting the Project Manager 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.