Job Specific:
Under the overall guidance and supervision of the Project Manageme...
Job Specific:
Under the overall guidance and supervision of the Project Management Support Officer reporting to Project Manager (Social Cohesion), 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:
- Project Monitoring and Reporting
- Project Implementation
- Financial Management
- Operational and Logistic Support
- Knowledge Management and Innovation
1. Project Monitoring and Reporting
Support the Project Management Support Officer in maintaining the following:
i. Maintain the order of the Unit Drive under the Project Level Google Drive,
iii. Maintain Monthly Team work plan, monthly team reports and other relevant plans and ad-hoc team reports.
- Support the Project Project Manager (Social Cohesion) 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 Senior Programme Manager accordingly;
- Provide substantive inputs to assist the Project Manager (Social Cohesion) 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 into the offline project (risk, lessons and issues management excel sheets) to be captured as part of the Unit’s Monthly Check Point Reports
- Support on the compilation, consolidation and analysis of relevant data for regular Unit reports and stage plans.
- On behalf of the Project Manager (Social Cohesion) and as directed by the Senior Programme Manager, participate in periodic visits to the project sites within Mozambique to review compliance with recognized procedures.
- Take minutes of regular unit team meeting and follow up on action points
2. Project Implementation
- Support the Project Manager (Social Cohesion) in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
- Maintain the unit work plan and alert the Project Management Support Officer on activity end dates and reporting requirements of the unit.
- Facilitate information flows and keep records of all relevant information and communication (internal and external) in the Unit’s Google drive under the project-level drive.
- Support the documentation of best practices and innovative approaches within UNOPS Financial Rules and Regulations within the unit.
- Draft ToRs for specific activities and work packaged to be implemented by team members and/or the Implementing Partners.
- Assist the Unit’s planning process
- Support the team in all procurement processes related to the Unit’s needs
3. Operational and Logistic Support
- Manage and support organizing unit planning meetings, partner’s capacity building training and all other ad hoc meetings and training.
- In consultation with the Project Manager (Social Cohesion) , support in the preparation of budget revisions when applicable.
- Coordinate with the internal procurement and logistics team on all transport, inventory and procurement issues in direct support of the Unit and in support of the Project Manager (Social Cohesion).
- Manage the travel plans of the project, manage travel bookings, and coordinate with the administrative team for DSA and other related requirements for travel.
- Perform other duties as assigned by the Project Manager (Social Cohesion).
4. Knowledge Management and Innovation
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Support the compilation of lessons learned as per defined reporting format.
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Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
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Contribute to expertise in tools and techniques
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Maintain records of project files and activity reports, soft and hard copy where required.