Under the direct operational supervision and guidance of the Project Coordinatio...
Under the direct operational supervision and guidance of the Project Coordination Officer, and in close collaboration with other personnel, the Project Support Officer will work from the UNOPS’ offices Kiev. S/he will provide administrative to the Police Reform Project Team and other functions as delegated by the Project Coordination Officer, ensuring high quality, accuracy and consistency of work.
The Project Support Officer is responsible for the day-to-day administration of the project in so far as all system and functional interfaces are concerned and provides services to the Project Team in support of project delivery. He/she is expected to meet and exceed the organizations performance and delivery goals.
Reporting to the Project Coordination Officer, the Project Support Officer is responsible to read the project initiation documents (PID), Legal Agreement and have a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders to ensure the project is delivered administratively correctly for UNOPS and the client. Success of the Project(s) and hence the Project Support Officer will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.
Monitoring and Progress Controls
The Project Support Officer delivers to, and supports, the project life cycle. They must be able to apply, independently, the below duties and responsibilities of the project success criteria:
1. Stakeholder Management:
a. Establish positive and fruitful working relationships with all members of the Project Team, Beneficiaries and Clients, as appropriate, providing advice and guidance on specific and general administrative issues and where appropriate system and filing matters.
2. Delivery and Performance:
a. Assist the Project Coordination Officer on project implementation issues and day to day project administration activities.
b. Prepare project budgets and their revisions in collaboration with project team, produce accurate delivery forecasting, review expenditures and provide timely advice to project team and client on delivery.
c. Prepare and track the project timelines for the project, tracking delivery against project milestones, raising any change requests to necessary authorities.
d. Monitor the reporting requirement of projects in the portfolio to the client, review and help to finalize project reports, and submit reports on time.
e. Organise and collate team contributions for the delivery of regular reports to donors and partners.
f. Input and update of accurate data and information to facilitate monitoring and evaluation of project activities for Programme Manager.
3. Procedures:
a. Follow the Project Management Cycle Instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions).
b. Support the Project Coordination Officer in the preparation of all project related documentation as directed.
c. Support overall financial administration of the project, adhering to UNOPS policies, Rules and Regulations.
d. Provide support in the development of planned outputs; record keeping of project related activities, archiving, distribution and circulation of working documents.
e. Identify and report potential business opportunities for UNOPS to supervisor.
4. Knowledge Management:
a. Participate in the relevant Communities of Practice.
5. Personnel Management:
a. Ensure safety and security for all personnel and comply with UNDSS standards.
6. Core Values and Principles:
a. Understand and respect UNOPS sustainability principles.
b. Look for ways to embed UNOPS sustainability principles in day to day project management.
c. Seek opportunities to champion gender equality at work place.
d. Champion and communicate project’s sustainability aspects with key stakeholders.
e. Understand and Respect National ownership and capacity.
f. Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans.
7. Partnerships and Coordination.
a. Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
b. Know the Sustainable Development Goals (SDGs) and seek to contribute within the deliverables of the project.
c. Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners.
8. Accountability for results and the use of resources.
a. The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes is not in line with this, it is the responsibility of the Project Support Officer to raise the issue to a supervisor.
9. Excellence.
a. Contribute to innovation and the adaptation of best practice standards of sustainability and quality.
Perform other related duties as assigned.