Project Support Officer and Budget Officer

Summary of functions:

1. Project Formulation
2. Project Implementation
3. Stakeholder Management, Coordination and Liaison
4. Operational and Logistic Support
5. Financial and Budget Management
6. Project Monitoring and Reporting
7. Knowledge Management and Innovation

Project Formulation

• Assist the Head of Program (HoP) and Project Managers (PM) in reviewing proposals with emphasis on support elements in accordance with UNOPS Policies and Procedures;
• Provide substantive inputs and assist the PMs in the preparation/finalization of documents for Project Approval Committee (PAC) approval, Letters of Agreement or Exchange of Letters (EOL) with clients,
• Finalize Project engagements in oneUNOPS.
• Proactively coordinate and liaise with IPAS/HQ on project acceptance, budget revisions and rephrases.

 Project Implementation

• In Coordination with the ETOH Head of Support Services (HoSS) and the HoP advise the PM on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
• Track activity funds availability upon the submission of requisitions. Track and advise PMs when required to revise budgets (realignment and amendment);
• Notify PMs of best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs.
• Manage information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices to the Head of Program
• Supporting the PM in project planning process; including providing input for the quarterly review and stage plan preparation and monthly infrastructure portfolio report.
• Maintain all supporting project financial documents for audit and review processes;
• Manage ETOH projects and/or work packages as required;
• Continuous monitor the project quality indicators and monthly health check of the supported projects to the Project Manager
• Prepare monthly forecast in OneUNOPS for all ongoing infrastructure Projects
• Prepare exception report for any deviation on forecast vs delivery and provide input on exception report for quarterly stage plan to be prepared by PM

 Stakeholder Engagement, Coordination and Liaison

• 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.
• Coordinate with HoSS on contract management, especially for subcontracting, i.e. issue of Contracts for Works and Services
• Proactively coordinate/liaise with HoSS on all administration matters related to contract management, project acceptance, Agreements( MOU/MOA), and support business acquisition;
• Coordinate vendor communications, meetings, and reports as necessary

 Operational and Logistic Support

• In consultation with the PM, donors and partners, prepare amendments of Agreements and Budget revisions when applicable;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of OneUNOPS based management information systems to ensure real time tracking and asset management of multiple donor activities;
• Receive and review Request for Personnel Action (RPA) forms to confirm availability of funds and verification of corresponding Certificate of Approval (CoA) prior to HoSS for final review and approval;
• Assist the PMs in preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, design of grant funds, organization of training, seminars, etc.), with expert and/or client support as required;
• Coordinate and participate in recruitment processes together with the Human Resources Unit, including but not limited to preparation of Interview Minutes, Request of Award, issuance of personnel contract and contract management and administration;
• Provide induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Coordinate with the procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of PM.
• Provide training support to project colleagues to ensure compliance with UNOPS project rules and regulation
• Participate in periodic visits to the project sites, and any sub-offices to review compliance with recognized procedures.
• Establish and monitor an internal control system.

 Financial and Budget Management

• Coordinate with hub Finance Officer on project pricing related to budget for Locally/Centrally Managed Direct Cost and overhead costs allocation to projects
• Prepare detailed Project Budget and monitor its execution
• Prepare delivery forecast and maintain/update in OneUNOPS.
• Review operational budget formats (OneUNOPS) in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval
• 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.
• Liaise with finance and logistics/procurement unit in tracking commitments and disbursements.
• Alert the HoP, Infrastructure TL and Project Managers on shortfalls and expenditure in excess of budget, per budget line, particularly regarding personnel.”
• 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.

Project monitoring and reporting

• Review weekly activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
• 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:
  i. Electronic Blue File,
  ii. Procurement, HR and Finance files as required by Organizational Directive (OD).
• Manage the compilation, consolidation and analysis of relevant data.
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

Knowledge management and innovation

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

Impact of Results

The Project Support Officer directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved 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.

Education

• Advanced degree (Master’s degree in Engineering, Project Management, Business Administration, Management), or related field.
• A first-level university degree with 2 additional years of experience, may be accepted in lieu of a Master’s degree

Experience

• A minimum of 5 years relevant and progressive professional experience, specifically in the field of Project Management with focus on monitoring, reporting, development and coordination.
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

• Fluency in written and oral English and Amharic is required.      

• PRINCE2® Foundation/Practitioner is an asset
• Professional certifications in project management is desired.

• Please note that this is a local position open to nationals of Ethiopia only

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

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.