Project Management Support Associate

UNOPS -Somalia Country Office (SOCO) is recruiting this position: Project Management Support - Associate and qualified female candidates are encouraged to apply.

This is an exciting and rewarding opportunity to help shape UNOPS’ efforts to support the expansion of affordable, accountable and effective policing in Somalia.

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. 

Somalia Context Background:

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.

A Transitional National Government (TNG) was established in Somalia in 2000. About a decade later, in 2012, the Federal Government of Somalia (FGS) was formed. Along with the international community, the FGS has driven a rebuilding process of functioning government institutions and frameworks. Following the 2016 electoral process, Somalia entered into a second political cycle and with a new three-tiered federal system of the FGS, Federal Member States (FMS) and district level administration has attempted to re-establish a presence of the State on the territory. Somalia is developing modernized institutions, with the aim of restoring services to a struggling and distressed population. However, this requires the government to perform key functions despite a lack of structure, resources, and limited management and leadership capacity. 

At the London Somalia Conference of May 2017, a New Partnership for Somalia (NPS) was established to facilitate the implementation of the Somalia National Development Plan (NDP). Principles to guide the development of affordable, accountable and acceptable Somali security institutions were endorsed and the Somalia Security Pact (SSP) adopted detailing features of the Somali National Army (SNA). The Somali Transition Plan (STP), adopted a year later, outlined the conditions and milestones for a progressive transfer of security responsibility to Somali security institutions, from a situation of insecurity and dependence on the African Union Mission in Somalia (AMISOM), to one of taking responsibility for protecting their citizens and maintaining security.

The transition puts additional pressure on the FGS to constitute a more modern armed force. Additionally, although in recent months the SNA has managed to lead operations through better coordination with AMISOM and strong support from international partners, the SNA still suffers from significant shortfalls. Support from the international community in strengthening the SNA began over a decade ago. However, one of the biggest challenges the SNA still faces is the lack of military infrastructure and non-lethal equipment such as vehicles and communication equipment. Without adequate resourcing, the whole security transition is put at risk. As AMISOM gradually withdraws its forces from the country, and the SNA gains more ground, the establishment of a well-equipped and capacitated SNA will go a long way in meeting the objectives of the STP. SNA2 is a response to address the existing resource gaps, notably in terms of ground transportation, communication and infrastructure.

Under the overall guidance and supervision of the Project Management Support Officer reporting to the Senior Project Manager, the incumbent will be responsible in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. She/he will promote a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. 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.
She/he directly impacts on achievement of project results by assisting the Project Management Support Officer to adhere to project management methods and strategies and will be responsible for the following activities:

1. Project Monitoring and Reporting

2. Project Implementation

3. Operational and Logistic Support

4. Knowledge Management  and Innovation.

•  Support the Project Management Support Officer in maintaining the following:

       i. Electronic Blue File,

       ii. Upload on oneUNOPS (ERP) engagement and project level files                                        

       iii. Maintain Monthly Team work plan, monthly portfolio reports and stage plans

• Provide substantive inputs to assist the Senior Project Manager in the preparation of project reports and documents.

• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.

• Enter data in oneUNOPS Project(UNOPS risk, lessons and issues management tool)

• Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons  and all other registers/logs delegated by the Senior Project Manager

• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

• Take minutes of regular team meeting and follow up on action points

• Support the Project Management Support Officer  in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.

•  Maintain project tracking sheet  and alert the Project Management Support Officer on project end date and reporting requirements of projects.

• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs.

• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.

• Facilitate information flows and support in managing risk registers and issues

• Support the documentation of lessons learned and best practices

• Assist the project planning process

• Prepare draft Pro Forma and client Project Agreements as per the input received from procurement team

• Follow up with partners on project agreement signing, information required for project closure and fund transfer requests.

• 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.

• Support and ensure local capacities are built at every level and opportunity for Project Support.

• Maintain records of project files and activity reports in hard and soft copy.

The effective and successful achievement of results by the Project Management Support Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.   Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

• Completion of Secondary School with six (6) years of experience is required.

• Diploma Certificate in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant disciplines with four (4) years of relevant professional experience may be considered.

• Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant with two (2) years of relevant professional experience disciplines will be accepted.

• Master’s Degree with relevant disciplines will be an asset but it is not required.

• A minimum of six (6) years of relevant work experience in the field of Project Management Support with focus on monitoring, recording, reporting, and coordination in a national or international organization is required.

• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.

• Ability to meet tight deadlines and work independently without supervision is an asset.

• 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 interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• Nairobi is a family duty station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, 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: Local Individual Contract Agreement (LICA)
2. Contract level: LICA-6 / ICS 6
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

In Somalia, UNOPS has had a solid and continuous in-country expert presence successfully implementing programmes since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia, Federal Member States 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.