Project Support Officer

Job categories Project Management

Vacancy code VA/2019/B5323/17931

Department/office AFR, KEMCO, Kenya

Duty station Nairobi, Kenya

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

Application period 15-May-2019 to 05-Jun-2019

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy has been cancelled.

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Background Information - Job-specific

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.

Functional Responsibilities

Summary of functions: Project Implementation Financial and procurement ...

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.
Proactively 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 ATLAS
Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
Support development and maintenance of ATLAS based management 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.

Education

A Bachelor’s Degree in a relevant field (e.g. Business Administration,...

Experience

A minimum of 2 years relevant experience, specifically in the field of Project M...

Languages

Full working knowledge of English is essential. Fluency in one or more a...

Certifications

PRINCE2® Foundation/Practitioner an asset

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level...

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful imp...

This vacancy has been cancelled.

Apply

APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.