Project Management Support Specialist

UNOPS 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 Specialist

Qualified female candidates are encouraged to apply.



Background Information - Job Specific:

UNOPS Overview

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 organizations.  With over 8,000 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.

UNOPS in Somalia 

UNOPS has been operating in Somalia since 1995, providing implementation and advisory support for various development initiatives in the areas of infrastructure, project management, procurement and financial services. Based in Mogadishu, the Somalia Country Office is currently implementing 19 projects across Somalia worth over $170m. From delivering high quality infrastructure for public services to facilitating the reform of the security sector and supporting crisis recovery, UNOPS is an established partner of government and donors alike in Somalia's path towards reconstruction and state-building.

Specific Project Context 

UNOPS will implement sub-component 3.1 Building Emergency Response Capacity at Hospitals of the Additional Financing for the Somalia COVID-19 Emergency Vaccination Project funded by the World Bank. UNOPS will rehabilitate six regional hospitals, one in each Federal Member State of Somalia as well as in Banadir. The effort will include developing capacity for blood transfusions, respiratory therapy, triage response, solar powered oxygen, and isolation centers'. Further, it will help upgrade the infrastructure and develop the capacity to manage climate emergencies, including preparedness and response plans, creating a climate emergency hospital response team and upgrading medical capacity to handle the impacts of climate shocks (such as malnutrition, injuries, drowning, and climate-sensitive diseases). 

Under the direct supervision of the Project Manager, the Project Management Support- Specialist, will be responsible for supporting the Project Manager with the day-to-day operations and implementation of the projects. 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 project reports.

• Preparation and maintenance of project files, including internal and external project 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 Project Manager on the implementation progress.
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with the Project manager to identify and manage risks.

• 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.
• 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.
• Coordinate vendor communications, meetings, and reports as necessary
• Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.
• Establishment of shortlist of suitable contractors/suppliers/IPs, and the preparation and issue of local tenders/calls for proposal. Evaluation of bids or proposals received and of recommendations for contract awards.
• In consultation with relevant colleague, review, administer and issue contracts, grants agreements, agreements/amendments.

• 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) 12.
• Manage the compilation, consolidation and analysis of relevant data of the mission.
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

• Establish 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.

• In conjunction with the Project team, provides appropriate levels of programmatic management and administrative support to the Project Manager 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.