Project Management Support Specialist (Finance and Operations)

Job categories Project Management, Programme Management

Vacancy code VA/2023/B5317/26668

Department/office AFR, GHMCO, Sierra Leone

Duty station Freetown, Sierra Leone

Contract type Local ICA Specialist

Contract level LICA Specialist-10

Duration Open-ended

Application period 13-Sep-2023 to 13-Nov-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

Apply

Expand all [+]

Background Information - Job-specific

Organisational Context:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Multi-Country Office Context:

The UNOPS Ghana Multi Country Office (GHMCO), located in Accra, Ghana is responsible for projects in Anglophone West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHMCO is responsible for managing strategic and operational risks engagements portfolio, developing and delivering cost effective services contributing to partners’ sustainable results and achievement of UNOPS management results.

Local Context

UNOPS has been active in Sierra Leone since 2000 and has delivered a variety of infrastructure projects nationwide, particularly in the fields of Renewable Energy, Health and Security Infrastructure, and has implemented and procured a variety of vehicles, non-medical health related items, medical equipment, and Solar Photovoltaic systems

Under the overall guidance and supervision of the Project Manager(s), the incumbent’s primary role is to provide Project Management Support to the Sierra Leone Country Office with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well.

Position Information

The primary role of Project Management Support Specialist (PSMM) is to provide Sierra Leone Country Office with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well.

The functions and services of the Project Management Support Specialist include:

Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.
Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.
Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

The Project Management Support Specialist reports to the Project Manager(s) who provides broad supervision and guidance. The role is responsible for supporting the Project Manager(s) with the day-to-day operations of the mission and coordinating mission progress and implementation. 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 mission reports. The Project Management Support Specialist is most likely required to work in complex and challenging environments with limited resources

Functional Responsibilities

Summary of functions: Project implementation Financial m...

Summary of functions:

Project implementation
Financial management
Project monitoring and reporting
Stakeholder management, coordination and liaison
Knowledge management, coordination and liaison

1. Project implementation

Prepare and maintain project files, including internal and external project reports.
Coordinate information flows and oversee change controls, risk registers and issue management, by establishing document control procedures.
Coordinate assigned delivery of work packages and take responsibility for progress.
Coordinate and liaise with the Project Manager(s) on the implementation progress.
Identify and escalate to the Project Manager(s) of any deviations from the plan and update plans.

Work with the Project Manager(s) to identify and manage risks. .

2. Financial management

Implementation of financial management strategy and system to ensure effective and accurate financial resources management focusing on achievement of the following results:
Financial resources management through planning, guiding, controlling of the resources in accordance with UNOPS rules and regulations.
Preparation and monitoring of project budgets and expenditures
Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status and budgets delivery levels.
Elaboration of proper mechanisms to eliminate deficiencies in budget management.
Advice to Project Manager(s) on strategic financial resources management
Continuous analysis and monitoring of the financial situation, presentation of forecasts of the projects in coordination with the Project Management Office.
Full compliance of financial activities, financial recording/reporting system and audit follow up based on UNOPS rules, regulations, policies and strategies.
Proper planning, expenditure tracking and audit of financial resources in line with UNOPS rules and regulations
Elaboration and implementation of cost saving and reduction strategies.
Monitoring of financial reports for unusual activities, transactions, and investigating anomalies or unusual transactions.
Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.

3. Monitoring and reporting

Provide substantive inputs to assist the Project Manager(s) in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
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(s)
Support the Project Manager(s) in maintaining the following:
- Electronic Blue File,
- Procurement, HR and Finance files as required by UNOPS policies
Manage the compilation, consolidation and analysis of relevant data of the projects
Assist the Project Manager(s) in the preparation of project completion reports and ensure compliance with contractual obligations

4. Stakeholder engagement

stablish effective and fruitful working relationships with project’s stakeholders including but not limited to the project Beneficiaries and Clients, as appropriate, providing advice and guidance on specific and general issues and where the appropriate system and fling matters;
Support the coordination and management of communications;
Contribute to building strong partnerships and effective coordination among relevant project stakeholders (e.g. United Nations, government and non-governmental organizations or other relevant partners) for the purposes of facilitating activities and improving the quality of the project products;
Pursue engagement of national stakeholders in project implementation and their ownership of project products;
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
Champion and communicate the project’s sustainability aspects with key stakeholders.

5. Knowledge management and innovation

In conjunction with the Project team, provides appropriate levels of programmatic management and administrative support to the Project Manager(s) regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
Directly contribute to strategic oversight, advice and direction on Programme and project management activities in line with service agreements and project documents.
Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners.
Develops and establishes resource tracking systems for use within the Project, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.
Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager(s).

Impact of Results

The Project Management Office (PMO) - Specialist directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduced risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the 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.

Education/Experience/Language requirements

A. Education A Master’s Degree (Advanced University Degree or ...

Competencies

Develops and implements sustainable business strategies, thinks long term and ex...

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA) Contract level: LI...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

This vacancy is closed.

Apply

APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.