The
Project Support Officer reports to the Project Manager who provides broad
su...
The
Project Support Officer reports to the Project Manager who provides broad
supervision and guidance. The role is responsible for supporting the Project Manager
with the day-to-day operations of the mission and coordinating mission progress
and implementation. 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 mission reports. The role can often be required to work in
complex and challenging environments with limited resources.
Summary of functions:
- Project
Implementation
- Financial and procurement management
- Project Monitoring and Reporting
- Coordination
and liaison
- Knowledge management and innovation
- Operational
and logistical support
1.
Project implementation
- Support the Project Manager in ensuring UNOPS
Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered
to for efficient project implementation and progress;
- Monitor project financials and advise the Project
Manager accordingly;
- Track expenditure and take relevant action when
required to revise budgets (realignment and amendment);
- Monitor and record best practices and innovative
approaches within UNOPS FR&R; identify and show alternative options
according to Activity needs;
- Managing information flows and overseeing change
controls, risk registers and issue management; document and feedback lessons
learned and best practices;
- Supporting the project planning process;
- Maintenance of all supporting project financial
documents for audit and review processes;
- Management of work packages within the project as
and when required;
- Assist the Project manager in monitoring of the
project quality indicators and undertaking monthly assurance tasks on behalf of
the Project Manager
- Supervise Project Assistant(s) within the Team,
to ensure work efficiency and quality at all times.
2.
Financial and procurement management
- 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
3.
Project monitoring and reporting
- 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.
4.
Coordination
and Liaison
- Contract management of all contracts (Procurement,
HR, Service Contracts etc) under the Project
- Pro-actively coordinate/liaise with support units
on all administrative matters related to contract management
- Liaise with the Programme Management Office
(PMO) Team Members to complete project assurance related tasks.
5.
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
6.
Operational and Logistic Support
- In consultation with the relevant stakeholders,
assist in preparing amendments of Agreements and Budget revisions when
applicable;
- Review input of financial information, expenditures
etc in One UNOPS;
- Ensure conformity of project disbursement requests
with procedures, work plans, and availability of resources for expenditure;
- Support development and maintenance of information systems to ensure real time tracking and asset
management under the project activities;
- Liaise with the Finance Unit to process and monitor
all payment requests within the Project
- Assist the Project Manager in monitoring all HR
requirements and related activities under the Project
- Preparation of Terms of Reference (ToR) for
required inputs in the projects (staff, individual and institutional
consultancy services, procurement of goods and services, organization of
training, seminars, etc.), with expert and/or client support as required;
- Providing induction briefings to newly recruited
staff and render support to consultants in the course of their assignment;
- Supervise and review submissions for Contracts,
Purchase orders, Waivers and related documents prior to final approval;
- In accordance with UN and UNOPS Security Policies,
manage travel for all personnel in the Project Team
- Organize all project and stakeholder meetings as
and when necessary, and maintain records of these meetings.
- Maintain records of project files and Activity
reports in hard and soft copy.
- Prepare budget forecast and periodic financial
reports as requested.
- Review weekly Activity reports and quarterly
financial reports with respect to outputs based on work plans and budget
forecasts
- Liaise with finance and logistics/procurement units
in tracking commitments and disbursements.
- Identify operational, administrative, financial and
other bottlenecks that may impede project delivery; recommend solutions and
take appropriate remedial action
- On behalf of the Project and as directed by the
Project Manager, participate in periodic visits to the project sites within
Somalia to review compliance with recognized procedures.
- Establish and monitor an internal control system
for all administrative actions
- Perform other duties as assigned by the Project
Manager
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.