Project Management Support Officer

YELCP PROJECT

UNOPS is undertaking the WB funded Yemen Emergency Lifeline Connectivity Project (YELCP) that targets to provide climate resilient road access and employment and entrepreneurship opportunities to food insecure rural population of Yemen. YELCP is being implemented through the United Nations Office for Project Services (UNOPS) in partnership with the Rural Access Program (RAP) as a local implementation partner. The financing instrument of the project is Investment Project Financing with an operational life of three years and eleven months. The last twelve (12) months are set aside for management to carry out the Defects Notification Period (DNP).

The Project is financing the rehabilitation of lifeline rural access roads in selected areas in Yemen to contribute toward addressing road access to food and other humanitarian needs, and unemployment, whilst laying the foundation to (i) build resilience to climate change induced vulnerabilities, (ii) reduce gender gaps, and (iii) build the capacities of RAP and RMF through a dedicated capacity building program. The Project has four components as follows:

Component 1: Rural and Village Access Roads Improvement and Maintenance

Sub-Component 1.A: Rehabilitation of Lifeline Rural Access Roads

Sub-Component 1.B: Employment-Intensive Road Maintenance

Component 2: Strengthening Management Capacity of Transport Sector Public Institutions

Component 3: Project Implementation and Monitoring Support, Studies and Preparatory Activities

Component 4. Contingent Emergency Response

ADEN INTRA-URBAN ROADS PROJECT

UNOPS is undertaking the Japan funded Rehabilitation of Aden Intra-Urban Roads project that targets the to restore road access to critical infrastructure and vulnerable urban communities including the IDPs in the governorate of Aden in support of humanitarian and reconstruction efforts in Yemen, considering

climate-resilient and gender-responsive design approaches.

The project is financing the rehabilitation of two existing roads in Aden a) the 5th Taqniah street from the intersection with Kaltex Buriqa road to the intersection with 90th st, with a length of 2.89 km and b) Al Memdara street from Abdulqawi roundabout to the intersection with 22 Mayst, with a length of 690m.

Under the direct supervision of the Project Manager, the Project management support officer (PSO) will be responsible for efficient reviewing, monitoring and evaluation of the project activities and implementation progress and will promote a client-oriented approach consistent with UNOPS rules and regulations. He will work in close collaboration with the project teams in Yemen, respective units in the Amman Operational Hub, and local participating partners to ensure successful planning and implementation of the project’s components. The PSO will ensure a smooth coordination between the technical assistance team and the project team. He/she will be responsible for keeping track of activities, procurement requests, reporting as well as managing the day-to-day ad hoc concerns that may arise. He/she is expected to support in ensuring internal UNOPS assurance procedures and compliances

Summary of functions:

1. Project Implementation

2. Financial and procurement management

3. Project monitoring and reporting (Delivery and Performance):

4. Stakeholder management, coordination and liaison

5. Knowledge management and innovation
   
   

1. Project Implementation

• Preparation and maintenance of 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 on the implementation progress.

• Identify and escalate to the Project Manager of any deviations from the plan and update plans.

• Work with the Project manager to identify and manage risks.

• Maintain and update implementation plans

• Identify continuous improvement and lessons learned

2. Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.

• Support the Project Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.

• Facilitating processing of direct payments and advance requests and prepare project budget revisions.

• Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

• Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures.

• Conduct budget revisions and initiate corrective actions when necessary.

• Coordinate vendor communications, meetings, and reports as necessary

3.  Project monitoring and reporting (Delivery and Performance):

• Support implementation of approved project plans (including the establishment of milestones) under the guidance of the 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 Project Manager in maintaining 

  • 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.

• Work with projects to establish a reporting schedule, and ensure it is regularly updated, monitored, and compliance ensured for all projects and units under the hub.

• Ensure all internal and external reports for the projects are completed and submitted on time as per the reporting schedules and templates. This includes: 

  • The completion and submission of progress and monthly highlight, quarterly, and bi-annual reports in coordination with the project team, the Programme and  Partnership teams;

  • Ensure timely and quality submission of reports as identified in the project agreement as per the agreed template,  through coordinating inputs and drafting reports related to project activities;

  • Ensuring all external reports are reviewed by the Project Management Office in MR, AMMMCO, Amman before submission

  • Coordinating responses to the feedback and questions received from the donors after reports are submitted

  • Act as a focal point for the collection, analysis and dissemination of data/information relevant to verification, monitoring and inspection activities in coordination with the project team;

  • Gather and prepare lessons learnt, including gender related lessons learnt, and hand over documentation;

  •  Set-up and maintain a beneficiary database and project dashboard, and compile GIS mapping data.

• Provide communications and administrative support to projects in preparation of formal Project Board meetings, including helping project personnel in production of effective PowerPoint presentations as requested.

• Provide content quality assurance, thorough editing, and data verification of all information products produced under the projects.

• Facilitate development of information flow and file maintenance procedures to achieve maximum clarity and efficiently in information access and use among all eligible stakeholders.

• Manage and monitor the content and quality of all data collected from UNOPS Collect on HSSE and coordinate with field teams.

• In close collaboration with internal stakeholders, ensure effective follow up on project logical frameworks (or equivalent information thereof) and make sure these are used as the basis for objective and effective reporting to clients and donors.

• In coordination with internal stakeholders, provide analytical and administrative support by contributing to building effective relationships with clients and donors on a continuous basis, attending meetings, drafting minutes, contributing to new project proposals with compilation of relevant lessons learnt, interfaces with other engagements (operational, legal or other), and analysis of relevant information.

• Assist project and relevant programmatic personnel in drafting communication strategies and plans when required.

• Coordinate with the communications officer and relevant internal stakeholders to assure proper visibility of projects in the media, through print and electronic publications, videos, and other means of communications to enhance the country's public profile and effectively communicate project achievements.

• For project closure purposes, work in close coordination with the programme personnel to ensure comprehensive closure reporting is completed throughout the closure process.

• Identify and anticipate in a timely manner any potential issues which may impact adversely organization’s reputation as a service provider of choice, and alert relevant personnel to ensure mitigation.

• Contribute to stakeholder mapping and analysis and to the development and maintenance of stakeholder profiles for UNOPS engagements in close coordination with the Project Manager and programmatic personnel ensuring synergies and alignment.

• Contribute to programme’s risks and issues register and lessons log, on the matters of reporting, communication and stakeholder engagement.

• In collaboration with programmatic personnel, contribute to the development of management information systems, project problem tree analysis, capturing interdependencies among projects, tracking related benefits and indicators.

• Conduct project site visits as needed

4. Stakeholder management, coordination and liaison

• Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.

• Supports the Project Manager in communication between the project and the donor.

• Manage communications with stakeholders and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

• Supports the Project Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance)

5. Knowledge management and innovation

• Encourage routine and effective capacity building activities are conducted in order to build the long term and sustainable capacity of staff.

• Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices

• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

• Participate in the relevant Communities of Practice

• Research and logging of lessons learned throughout the project life span.

• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies

• Bachelor’s Degree preferably in Public Administration, Business Administration, Communications, International Relations, literacy, linguistics or other relevant discipline is required.
• Master’s Degree preferably in Public Administration, Business Administration, Communications, International Relations, literacy, linguistics or other relevant discipline will be an asset.

 Work Experience 

• A minimum of two (2) years relevant and progressive professional experience, specifically in the field of Project/Programme Management, and 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.
• Ability to draft research, analysis, and reports documents for diverse audiences is required.
• A proven track record with at least 2 years experience in coordination is an asset.
• Experience 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.

Languages 

• Fluency in both English and Arabic 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.

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.