The Project Management Support- Senior Officer reports to the Senior Project Man...
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.
Purpose and Scope of Assignment:
The Project Management Support- Senior Officer’s specific duties and responsibilities will be as follows:
Summary of Functions:
1. Project implementation
2. Financial and procurement management
3. Project monitoring and reporting
4. Stakeholder management, coordination and liaison
5. Knowledge management and innovation
6. Personnel management
1. Project Implementation
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Preparation and maintenance of project files, including internal and external project (operational and highlights) reports.
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Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures
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Manage assigned delivery of work packages and take responsibility for progress.
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Coordinate and liaise with the Senior Project Manager on the implementation progress.
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Advise the Senior Project Manager of any deviations from the plan and update plans.
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Work with the Senior Project manager to identify and manage risks.
2. Financial and Procurement Management
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Maintain all supporting project financial documents for audit and review processes.
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Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects, as appropriate.
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Support the Senior Project Manager with the processing of direct payments and advance requests and assist with project budget revisions.
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Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
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Support the Senior Project Manager with budget revision and initiation of corrective action when necessary.
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Coordinate vendor communications, meetings, and reports as necessary
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Support the Senior Project Manager with the management of procurement contracts and existing contract service providers to ensure reliable, cost effective delivery.
3. Project monitoring and reporting (Delivery and Performance):
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Support implementation of approved project plans (including the establishment of milestones) under the guidance of the Senior Project Manager.
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Provide substantive inputs for the development of project strategies and schedules and manage work packages.
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Managing information flow by keeping, circulating and archiving detailed project notes and records.
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Support the Senior Project Manager in maintaining the following:
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Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
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Supervise, monitor and evaluate performance of service providers delivering to project priorities.
4. Stakeholder Management, coordination and liaison:
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Support and assist the Senior Project Manager in establishing productive working relationships with the DFAT, Government of Papua New Guinea (G-PNG)and relevant UN, development partners and other key stakeholders;
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Coordinate and organize meetings between team members, the DFAT and government and other stakeholders when required. Prepare, record, circulate and archive meeting minutes..
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Know the Sustainable Development Goals (SDGs) and seek to contribute within the deliverables of the project.
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Strive to build effective coordination among relevant project stakeholders (e.g. The DFAT, United Nations, governments, and non-governmental organizations)
5. Knowledge Management and innovation:
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Support the compilation of lessons learned as per defined reporting formats.
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Ensure that local capacities are built at every level and opportunity for Project Management Support.
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Contribute to the dissemination and sharing of best practices and lessons learned. Contribute to expertise in tools and techniques
6 Personnel Management:
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Communicate with team members to ensure optimal strategy and maximum efficiency
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Prepare Terms of Reference (ToR) for required inputs in the project (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support.
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Support recruitment and support external consultants when required..
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Direct and motivate external project delivery teams/consultants to ensure successful project implementation.
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Keep all members of the teams up-to-date with current information, processes and procedures.
Accountability for results and the use of resources:
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The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes are not in line with this, it is the responsibility of the Project Management Support Officer to escalate the issue to the Senior Project Manager.
Excellence
Impact of results
The Project Management Support Officer directly impacts on the achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies, reduce risks, cut costs and improve quality and 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.