Project Management Support - Officer

UNOP Somalia Country Office (SOCO) exciting career opportunity as we are committed to achieving a truly diverse workforce.

UNOPS - SOCO is recruiting this position: Project Management Support - Officer

Qualified female candidates are encouraged to apply.



 Background Information - Job Specific:

The European Union (EU) is working to strengthen Somalia's state-building, democratization, federalization, security, and rule of law efforts, building on previous work done by the United Nations Office for Project Services (UNOPS) via the EU Partnership Coordination Facility “Phase I” from February 2018 to November 2021. The new initiative, titled "Partnership Facility II – Governance," is designed to be flexible and responsive to current and future governance needs in Somalia. This includes supporting federal elections and related political dialogues, reconciliation efforts, and the upcoming administration's reform agenda, among other governance priorities. UNOPS has been tasked by the EU to execute this dynamic, demand-driven program that will adapt to shifting governance needs. The initiative will supplement funding from other donors like the UN Peacebuilding Fund and international partners, particularly in supporting federal elections and inclusive politics in Somalia. 

The Project Management Support 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 infra projects.  The Project Management Support -Officer 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. The incumbent is most likely required to work in complex and challenging environments with limited resources.

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

• Preparation and maintenance of project files, including internal and external project (operational and highlights) 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 Senior Project Manager on the implementation progress.
• Advise the Senior Project Manager of any deviations from the plan and update plans.
• Work with the Senior 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 system (OneUNOPS) and OneUNOPS Projects, as appropriate.
• Support the Senior Project Manager with the processing of direct payments and advance requests and assist with project budget revisions.
• Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Support the Senior Project Manager with budget revision and initiation of corrective action when necessary.
• Coordinate vendor communications, meetings, and reports as necessary
• 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):

• Support implementation of approved project plans (including the establishment of milestones) under the guidance of the Senior Project Manager.
• Provide substantive inputs for the development of  project strategies and schedules and manage work packages.
• Managing information flow by keeping, circulating and archiving detailed project notes and records.
• Support the Senior Project Manager in maintaining the following:
• Electronic Blue File,
• Procurement, HR and Finance files as required by UNOPS policies
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
• Supervise, monitor and evaluate performance of service providers delivering to project priorities.

4.  Stakeholder Management, coordination and liaison:

• Support and assist the Senior Project Manager in establishing productive working relationships with the EU entities, Federal Government of Somalia (FGS) and relevant UN, development partners and other key stakeholders;
• Coordinate and organize meetings between team members, the EU and government and other stakeholders when required. Prepare, record, circulate and archive meeting minutes..
• Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
• Know the Sustainable Development Goals (SDGs) and seek to contribute within the deliverables of the project.
• Strive to build effective coordination among relevant project stakeholders (e.g. The EU, United Nations, governments, and non-governmental organizations)  

5. Knowledge Management and innovation:

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

6  Operational and Logistic Support

• Assist the Project Manager in monitoring all HR requirements and related activities under the Project; 
• Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (individual and institutional consultancy services, procurement of goods and services, organisation 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; 
• 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; 
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery-recommend solutions and take appropriate remedial action in consultation with the Project Manager; 
• Establish and monitor an internal control system for all administrative actions; 
• Perform other duties as assigned by the Project Manager. 

Accountability for results and the use of resources.

• 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

• Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

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.

A.  Education

• Bachelor’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline is required.

• Master’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline will be an asset.

Certifications

• PRINCE2® Foundation/Practitioner Certification is a preferred asset 

 B. Work Experience

• A minimum of two (2) years relevant and progressive professional experience, specifically in the field of Project/Programme Management or Operations Management with focus on monitoring, reporting, development and coordination is required.
• Experience in collecting and processing data to produce high level statistics and charts is an asset;
• Experience and demonstrated skills in generating and compiling high quality reports is an added advantage.
• A proven track record with at least 2 years experience in coordination is an asset.
• Proficient in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.
• Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset.
• Relevant experience working in developing/post-conflict countries is an asset.
• Work experience in the East Africa region is desirable.

 C. Language Requirements 

• Fluency in English Language (i.e. writing, reading and speaking) is required.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• Mogadishu is a Non-Family duty station

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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.

AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia Country Office:

UNOPS Somalia Country Office (SOCO) has had a solid and continuous in-country expert presence successfully implementing programs since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia (FGS), Federal Member States (FMS) and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services. These projects cut across multiple sectors, including education, healthcare, national security, law enforcement, immigration services, justice, transport, and public works among others. UNOPS work in Somalia is geared towards driving growth and development in the country, a process that requires developing a close relationship with the FGS and the other development partners.
  
Through its involvement in Somalia’s development process, UNOPS is providing transparent and accountable solutions in the country’s state and nation-building process. In addition, UNOPS is also committed to implementing the United Nations Strategic Framework Somalia 2017 – 2020, with the aim of helping Somalia achieve the Sustainable Development Goals. UNOPS work within the context of these commitments means that the projects it implements in Somalia are specifically designed to provide long-term solutions in the country, leading to sustainable and inclusive growth.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect.

To succeed here, he/she need to be able to combine creativity with the organizational skills to manage numerous different projects to tight deadlines simultaneously, as well as working with the different units to meet their expectations.