Project Management Support - Officer

Background Information: Somalia

Somalia is amid major new political and security developments that will offer a greater possibility for peace and security than the country has seen in over 20 years. The Federal Government of Somalia (FGS), established in 2012, and international community have driven a process of rebuilding of functioning government institutions and processes through Somalia’s peacebuilding and state-building priorities under the Somali Compact (2013-2016), based on the Busan “New Deal for Engagement in Fragile States” agreement. The Somalia National Development Plan (2017-2019), builds on this foundation laid by the Compact and sets the priorities for national recovery and development in full collaboration with national and regional governments.  A landmark electoral process in late 2016 and early 2017 resulted in a peaceful transfer of power to a new President and government, in place since February and March 2017 respectively. The government has set out an ambitious agenda for its term (the period to 2021).  At the London Somalia Conference in May 2017, a Security Pact was agreed by Somalia and the international community, which will allow for sustainable, long-term security based on mutual accountability.

The functional objective of UNOPS in Somalia is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Somalia and the donor community. The aim of UNOPS in Somalia is to provide implementation services to the Government of Somalia, the donor community and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.

Background Information: Somalia Country Office (SOCO)

Located in Mogadishu, Somalia, the Somalia Country Office manages a growing portfolio of engagements. SOCO works with multiple partners including the Governments of Somalia, bilateral and multilateral donors, United Nations agencies, funds and programmes. 

SOCO is largely focused on assisting partners with the implementation of physical infrastructure projects including construction and rehabilitation of rule-of-law infrastructure, transport infrastructure (roads, airports) and public administration infrastructure. UNOPS also plays a leading role in supporting the Somali Government and the UN Assistance Mission in Somalia in Rule of Law Programming, including through the delivery of police stipends, procurement of non-lethal support (NLS) and logistics under the Police Stipends and NLS projects.

Under the Italian Government funding, the Federal Government of Somalia has benefited from various development initiatives covering a wide range of sectors including physical infrastructure developments, health and population dynamics study/census. A country-wide Health Facilities Infrastructure Assessment (HFIA) was conducted  in coordination with other health partners and the Federal Ministry of Health (MoH), with the aim of addressing the pressing needs in the health sector in a more strategic approach. The Somalia healthcare system has been severely depleted as a result of war and continuous internal conflict. Nevertheless, progress has been made in recent years and the Government through the Ministry of Health (MoH) has taken strong initiatives to improve the overall health services in the country. The infrastructure sector of Somalia is in dire need of reconstruction in order to enable the fundamental public services delivery that serves the country, more specifically the services that facilitate and ensure the wellbeing of its citizens. To address the limited amount of information and evidence on performance of the health system, the Somali Health Authorities in collaboration with WHO, UNFPA, UNICEF, and other partners in an assessment was conducted in 2014 using the Standard Service Availability and Readiness Assessment (SARA) methodology to generate information on the status of health service delivery facilities in the country. The Ministry of Health (MoH) has then requested the Government of Italy through Italian Agency for Development Cooperation (AICS)  for UNOPS  support in the rehabilitation of  Hospital and government institution building to improve the current capacity of the hospital in service delivery. The outcome of the project is Contribute towards stability in Somalia with the expansion of health service coverage through the rehabilitation and operationalization of selected health-care facilities in the country.

Functional Responsibilities

The Project Management Support - Officer reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for coordinating and supporting the Senior Project Manager with the day-to-day operations and liaising with relevant counterparts, government stakeholders and working group focal points on all project related matters, specifically pertaining to enhancing the coordination and efficiency on the side of resilience. The Project Management Support Officer will also work closely with the different donors for the infra projects.  S/he 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. S/he is most likely required to work in complex and challenging environments with limited resources.

Summary of Functions:

1. Project implementation
2. Financial and procurement management
3. Project monitoring and reporting
4. Stakeholder management, coordination and liaison
5. Knowledge management and innovation
6. Personnel management

1. Project Implementation:

• Preparation and maintenance of project files, including internal and external project (operational and highlights) reports.
• 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 Senior Project Manager on the implementation progress.
• Advise the Senior Project Manager of any deviations from the plan and update plans.
• Work with the Senior Project manager to identify and manage risks.

2. Financial and Procurement 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.
• Support the Senior Project Manager with the processing of direct payments and advance requests and assist with project budget revisions.
• Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Support the Senior Project Manager with budget revision and initiation of corrective action when necessary.
• Coordinate vendor communications, meetings, and reports as necessary
• Support the Senior Project Manager with the management of procurement contracts and existing contract service providers to ensure reliable, cost effective delivery.

3.  Project monitoring and reporting (Delivery and Performance):

• Support implementation of approved project plans (including the establishment of milestones) under the guidance of the Senior Project Manager.
• Provide substantive inputs for the development of  project strategies and schedules and manage work packages.
• Managing information flow by keeping, circulating and archiving detailed project notes and records.
• Support the Senior Project Manager in maintaining the following:
• Electronic Blue File,
• Procurement, HR and Finance files as required by UNOPS policies
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
• Supervise, monitor and evaluate performance of service providers delivering to project priorities.

4.  Stakeholder Management, coordination and liaison:

• Support and assist the Senior Project Manager in establishing productive working relationships with the EU entities, Federal Government of Somalia (FGS) and relevant UN, development partners and other key stakeholders;
• Coordinate and organize meetings between team members, the EU and government and other stakeholders when required.Prepare, record, circulate and archive meeting minutes..
• Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
• Know the Sustainable Development Goals (SDGs) and seek to contribute within the deliverables of the project.
• Strive to build effective coordination among relevant project stakeholders (e.g. The EU, United Nations, governments, and non-governmental organizations)  

5. Knowledge Management and innovation:

• Support the compilation of lessons learned as per defined reporting formats.
• 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. Contribute to expertise in tools and techniques. 

6. Personnel Management:

• Communicate with team members to ensure optimal strategy and maximum efficiency
• Prepare Terms of Reference (ToR) for required inputs in the project (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support.
• Support recruitment and support external consultants when  required..
• Direct and motivate external project delivery teams/consultants to ensure successful project implementation.
• Keep all members of the teams up-to-date with current information, processes and procedures.

Accountability for results and the use of resources.

• The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes are  not in line with this, it is the responsibility of the Project Management Support Officer to escalate the issue to the Senior Project Manager.

Excellence

• Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

Impact of Results:

The Project Management Support Officer directly impacts on the achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies, reduce risks, cut costs and improve quality and 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.

A.  Education

• A Bachelor’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline is required.
• A Master’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline will be an asset.

• PRINCE2® Foundation/Practitioner an asset, but required completion within the first 6 months of onboarding.

C: Language requirement

• Fluency in English Language (i.e. writing, reading  and speaking) is required.

• Demonstrates integrity by modeling the UN’s values and ethical standards.
• High degree of personal initiative and willingness to accept wide responsibilities and new work assignments.
• Demonstrated planning and organizational skills and ability to coordinate with various support service units, work on tight deadlines, and handle multiple concurrent activities.
• Excellent interpersonal skills, ability to establish and maintain effective working relationships in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Excellent communication skills (spoken, written and presentational), including ability to present sensitive issues/positions and to write reports and technical decisions quantitatively justified.
• Good analytical skills; resourcefulness, initiative, maturity of judgment.
• Self-motivated, versatile and adaptable to different cultures and people.
• Keeps abreast of new developments in the area of professional discipline and job knowledge.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for the Desk Review will be notified.
• Qualified female candidates are strongly encouraged to apply.
• 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.
• Mogadishu is a Non-Family Duty Station. However, the position will be temporarily located in Nairobi due to the security challenges in Mogadishu until we are able to officially mobilize.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon   request.
  
• UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.             

  It is the policy of UNOPS to conduct background checks on all potential recruits/interns. 

  Recruitment/internship in UNOPS is contingent on the results of such checks.

1. Contract type: International Individual Contract Agreement (IICA)
2. Contract level: IICA 1 /ICS 8
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Africa Region

AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia Country Office:

UNOPS Somalia Country Office (SOCO) has had a solid and continuous in-country expert presence successfully implementing programs since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia (FGS), Federal Member States (FMS) and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services. These projects cut across multiple sectors, including education, healthcare, national security, law enforcement, immigration services, justice, transport, and public works among others. UNOPS work in Somalia is geared towards driving growth and development in the country, a process that requires developing a close relationship with the FGS and the other development partners.
  
Through its involvement in Somalia’s development process, UNOPS is providing transparent and accountable solutions in the country’s state and nation-building process. In addition, UNOPS is also committed to implementing the United Nations Strategic Framework Somalia 2017 – 2020, with the aim of helping Somalia achieve the Sustainable Development Goals. UNOPS work within the context of these commitments means that the projects it implements in Somalia are specifically designed to provide long-term solutions in the country, leading to sustainable and inclusive growth.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect.

To succeed here, he/she need to be able to combine creativity with the organizational skills to manage numerous different projects to tight deadlines simultaneously, as well as working with the different units to meet their expectations.