Project Management Support - Specialist

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique. 

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique. 

Mozambique is recovering very slowly from the effects of Cyclone Idai and Kenneth which struck in quick succession in 2019. The country is in pursuit of peace between the Government and RENAMO - a process supported by UNOPS. At the same time, the North of Mozambique is experiencing an insurgency that has made thousands homeless and is already spilling into Tanzania. 

UNOPS is preparing for quick mobilization in Mozambique and therefore multiple positions are being advertised to enable rapid deployment and response to this emergency. 

Under the direct supervision of the Project Manager,  the Project Management Support- Specialist, will be responsible for supporting the Project Manager with the day-to-day operations and implementation of the projects under the Office. 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. 

1. Project Implementation
2. Financial and procurement management
3. Stakeholder management, coordination and liaison
4. Knowledge management and innovation
5. Development and Planning

• Preparation and maintenance of project files, including internal and external project reports.
• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures
• Manage assigned delivery of work packages and take responsibility for progress.
• Coordinate and liaise with the Project Manager on the implementation progress. 
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with the Project manager to identify and manage risks.

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

• Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.

• Establishment of shortlist of suitable contractors/suppliers/IPs, and the preparation and issue of local tenders/calls for proposal. Evaluation of bids or proposals received and of recommendations for contract awards.

• In consultation with relevant colleague, review, administer and issue contracts, grants agreements, agreements/amendments.

• 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:

• 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 the coordination and management of communications.
• Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required

• Support the compilation of lessons learned as per defined reporting format.
  Ensure that Local capacities are built at every level and opportunity for Project Support.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Contribute to expertise in tools and techniques

• A Master’s Degree in Project Management, Finance, Business Administration or related field (e.g. International Relations) is required;
• A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

• A minimum of at least 5 years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects is required;
• Previous experience of working within a Complex programme environment will be an asset;
• Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools will be an asset;
• Strong experience with data analysis, management reporting and project management tools and information management systems is an asset;
• Some experience in UN system organizations is desirable;
• PRINCE2 Practitioner Certification is highly desirable;
• MSP certification (Foundation and/or Practitioner) will be an asset;;
• Experience in Google Suite applications will be an asset.

• Excellent command of English language (oral and written) is required;
• Knowledge of Portuguese language(oral and written) is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type: Local  Individual Contractor Agreement (LICA)
Contract level: LICA Specialist- 10
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Kenya Multi-Country Office (KEMC)