Project Management Support - Senior Officer (Internal for UNOPS Personnel), Multiple positions

Background Information - Job-specific

Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

Summary of functions:

• Project Implementation
• Financial and Procurement management
• Project Monitoring and Reporting
• Coordination and Liaison/ Stakeholder Management
• Knowledge Management and Innovation
• Operational and Logistics Support

1. Project implementation

• Advise the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements 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;

• Continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;

• Supervise Project Associates and Assistant(s) within the Team, to ensure work efficiency and quality at all;

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 Manage;

• 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 related to the project(s);

• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations;

4. Coordination and Liaison/ Stakeholder Management

• 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.

• Support the coordination and management of communications

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 Logistics Support

• In consultation with the relevant stakeholders, prepare amendments to Agreements and Budget Revisions when applicable; 

• Support the Project Manager in progressing Engagements and Amendments through oneUNOPS Projects;

• Review input of financial information, expenditures etc in oneUNOPS ERP;

• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;

• Support development and maintenance of UNOPS 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 forecasts 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 to review compliance with recognized procedures as required;

• Establish and monitor an internal control system for all administrative actions;

Impact of results

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

• 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
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

• This position is based in a family duty station. 
• This is a local post for UNOPS internal personnel who are Kenyan Nationals and have the requisite UNOPS experience
  

Contract type: Local ICA Contractor Agreement
Contract level: Local ICA Specialist 9
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.

Kenya

The UNOPS Kenya office manages more than 60 projects in around 10 countries of eastern and southern Africa. UNOPS in Kenya helps partners achieve their project goals in sectors including: governance, education, health, the environment, grant management and rural development.