Project Management Support - Associate

* THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO ARE ITALIAN OR EUROPEAN UNION CITIZENS OR APPLICANTS WHO POSSESS A VALID RESIDENCE AND WORK PERMIT IN ITALY ARE ELIGIBLE FOR CONSIDERATION*


* FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. 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.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster (SDC) supports diverse partners with their Peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

The Department of Operational Support (DOS) provides operational support to all UN Secretariat entities, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe.

The United Nations Global Service Centre (UNGSC) is an integral part of DOS, Office of Supply Chain Management (OSCM), and a close partner of the Office of Information and Communications Technology (OICT).  UNGSC serves all UN peace operations worldwide through the integrated and customized supply of critical goods, logistics services and IT solutions, reaching thousands of peacekeepers in some of the most inaccessible areas and challenging conditions. To guarantee robust and uninterrupted communications and advanced technology services globally, UNGSC operates from two bases, one in Brindisi, Italy, and one in Valencia, Spain (the United Nations Information and Communications Technology Facility, UNICTF).  

UNOPS has partnered with UNGSC to provide project management support for upgrades to the UNGSC facilities in Brindisi. 

This is a position in UNOPS for supporting projects carried out for the United Nations Secretariat. The incumbent of this position will be a staff member of UNOPS under its full responsibility.

Under the overall supervision of UNOPS Programme Manager and the general supervision of Senior Project Manager (Construction), the Project Management Support - Associate under the Office of the Director, UNGSC will provide support to Senior Project Manager and the improvements to UNGSC facilities in Brindisi project. The Project Management Support - Associate will perform the following tasks:

Summary of Key Functions  

1. Project monitoring and reporting

2. Project implementation

3. Operational and administrative support

4. Knowledge management and innovation

1. Project monitoring and reporting

• With guidance from the Project Manager, prepare monthly invoices and coordinate with the Finance Team for issuance of Interim Financial Reports in line with reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.

• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.

• Support on the compilation, consolidation and approval  of supplier  deliverables  and project  plans.

• Support in drafting project communications and correspondence as needed (emails, ad hoc reports, check lists etc).

• Monitor supplier’s performance and ensure its compliance with UNOPS rules and regulations and quality standards. 

• Conduct quality checks with the suppliers, and ensure their submission of the required documents (weekly reports, Inspection Requests, Health and Safety Inspection forms, updated programs, and material submittals). 

• Ensure supplier’s compliance with UNOPS health and safety, and PSEA standards. 

• Take minutes of regular partner meetings and follow up on action points. 

2. Project Implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.

• Support the monitoring of the project finances (delivery, expenses, cash & budget balance), and the management of the project financial reports and submissions. 

• Maintain project tracking sheet  and alert the Project Manager on project end date and reporting requirements of projects. 

• Monitor and record best practices and innovative approaches within UNOPS FRR; identify and show alternative options according to activity needs.

• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.

• Facilitate information flows and support in managing risk registers and issues.

• Support the documentation of lessons learned and best practices.

• Assist the project planning process.

• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests. 

3. Operational and administrative support

• Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building training. 

• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking of multiple donor activities.

• Liaise with any external partners, as well as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities.

4. 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.

• Support 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 Management Support Associate directly impacts on achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies. This consequently reinforces the visibility and image of partner’s project delivery. 

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*

*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY*

Education:

• Secondary school diploma (or high school equivalent) and six (6) years of relevant experience are required OR
• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, Engineering or related field with 2 years of qualifying relevant experience may be considered.
• A relevant professional or technical diploma with 4 years of qualifying relevant experience may be considered.

• Prince2 or PMP or similar project management certification at the foundation level are not required but will be considered an advantage.

Required Experience:

• Relevant experience is defined as experience in administration or programme support service is required.
• Experience working with the O365 Suite platform including Word, Excel and PowerPoint.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• Experience working in financial reporting, and implementation of infrastructure projects will be an added advantage.
• Experience in Project Management, Finance, HR Management or related fields.

Language Requirements:

• Fluency in English (read, write, speak) is required. 

Contract type: Individual Contractor Agreement (ICA) 
Contract level: Local Individual Contractor Agreement (L-ICA 6- ICSC6)
Contract duration: Ongoing contract (subject to good performance and availability of funds)

• 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.

• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.

• 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.

• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types. 

• This position is stationed in Brindisi, Italy which is a 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. 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.