Main responsibilities:
Under the overall direction and responsibility of
the UNOPS Senior Programme Manager, and in accordance with UNOPS procedures and
practices the incumbent will be responsible for the following:
Summary of functions:
- Project management
- Financial management
- Procurement
- Logistics and administration
- Stakeholder
management, coordination and liaison
- Knowledge management
and innovation
1. Project
management
●
Assist
the Project Manager in drafting plans, reports, contracts, and related documents
as required, ensure compliance with contractual obligations and UNOPS policies,
processes and procedures.
●
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.
●
Support
in monitoring and evaluation.
●
Assist
in coordination of external visits and Programme briefings.
2. Financial management
● Maintain all supporting project financial documents for audit and review
processes.
● Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS
Projects – as appropriate.
● Monitor project budget and financial expenditure and all administrative
procedures in line with the work-plan.
● Process direct payments, 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 expenses and 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. Procurement
●
Assist
in managing the procurement processes as required in projects, assist in
preparing Terms of Reference/Statement of Works, drafting and managing the
advertisement of Requests for Proposals and Invitation to Bids and Requests for
Quotation where required; coordinate the evaluation process, and assist or
manage submissions of awards to relevant Authorities.
●
Assist
in managing grants and contracts including reviewing financial milestone
reports, and managing payments
●
Prepare
request for awards for approval of the appropriate Procurement Authority,
including note to file for small procurements (Shopping Note to File)
●
Assist
in preparation of Procurement plan and submission.
4. Logistics and administration
●
Responsible
for providing overall management, tracking, maintenance and reporting of assets
and non- expendable property and equipment and ensuring that physical
verification of assets and equipment is performed on a regular schedule, and
that any discrepancies are fully investigated and resolved.
●
Ensure
that a register for assets, non-expendable property and equipment for office is
established and maintained/updated.
●
Implement
and maintain asset management and inventory control system in accordance with
UNOPS Asset Management policy.
●
Prepare
Receipt and Inspection reports for incoming equipment and supplies.
●
Provide
logistic support and liaison with logistics staff in receiving goods.
●
Monitor/control
movement of equipment and supplies into and within the country including all
customs and clearance matters.
●
Process
and follow up on TEC claims e.g. DSA, actual/lump sum travel costs etc. for
project personnel and Contractors.
●
Follow-up
on administrative issues e.g. arrangement of missions, travel authorizations,
flight bookings, security clearances etc.
●
Liaise
with local authorities, THOH hub and other UN Agencies in the country on all
administrative matters affecting the operation of the Programme, including
visas.
5. Stakeholder management, coordination and
liaison
● Support the coordination and management of communications.
● Liaise and build relationships with other United Nations (UN) agencies and
international non-governmental organizations (I/NGOs) for the purposes of
facilitating activities and improving the quality and relevance of information
analysis.
● Participate in meetings with
UN agencies, NGO’s and other Stakeholders as required.
6. Knowledge management and
innovation
● Support the compilation of lessons learned as per defined reporting format.
● Ensure that Local capacities are built at every level and opportunity for
Project Management Support.
● Contribute to the dissemination and sharing of best practices and lessons
learned for planning and knowledge building.
● Contribute to expertise in
tools and techniques.