Project Management Support - Senior Officer

The UNOPS ETMCO, Sudan office has in the recent past signed MOUs with Donors, Government and other UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. Recently, the ETMCO Sudan office has signed an agreement with United Nations integrated Transition Assistance Mission in Sudan (UNITAMS) to provide support services to the PCC in Darfur states /To efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS ETMCO, Sudan office is in need of an experienced Project Management Support Senior Officer. The Project Support Management Support Senior Officer will work under the direct supervision of the Country Manager in UNOPS ETMCO, Sudan office and will be assigned to UNITAMS specific project portfolio based in Khartoum and with travel to project locations.  S/he will be responsible for, but not limited to, the following functions and responsibilities:

1. Project Formulation and Approval

2.  Project Implementation

3.  Coordination and Liaison

4.  Operational and Logistic Support

5.  Project Completion

6. Project donor and corporate reporting

1.Project Formulation and Approval

• Assist the Country Manager, HoP and Business Development Specialist in reviewing proposals with emphasis on support elements in accordance with UNOPS Policies and Procedures.

• Participate in meetings and negotiations with donors and partners along with the CM/HoP or as advised by the CM/HoP.

• Provide substantive inputs and assist the CM in the preparation/finalization of documents for approvals, ie Letters of Agreement or Exchange of Letters (EOL) with clients.

• Project document, detailed project budget, and scope of work.

• Finalize Projects in the OneUNOPS project system.

• Review operational budget formats in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval. 

• Proactively coordinate and liaise with IPAS/HQ on project acceptance, budget revisions and rephrases.

2. Project Implementation

• In Coordination with the ETMCO Head of Support Services (HoSS) and the head of Programme  (HoP) advise the CM/PE on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress.

• Track activity funds availability upon the submission of requisitions. Track and advise PE/PM when required to revise budgets (realignment and amendment).

• Notify CM/PE of 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 to the Head of Program.

• Supporting the project planning process;

• Maintenance of all supporting project financial documents for audit and review processes.

• Management of UNITAMS project and/or work packages as required.

• Continuous monitoring of the project quality indicators and monthly health check of the supported projects to the PE/PM.

3. Coordination and Liaison

• Coordinate with HoSS on contract management, especially for subcontracting, ie issue of contracts for works and services

• Proactively coordinate/liaise with HoSS on all admin matters related to contract management, project acceptance, Agreements( MOU/MOA), and support business acquisition;

4. Operational and Logistic Support

• In consultation with the PE/CM, donors and partners, prepare amendments of Agreements and Budget revisions when applicable.

• Review input of financial information, expenditures etc in ONEUNOPS.

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

• Support development and maintenance of WEB based management information systems to ensure real time tracking and asset management of multiple donor activities.

• Receive and review Request for Personnel Action (RPA) forms to confirm availability of funds and verification of corresponding Certificate of Approval (CoA) prior to HoSS for final review and approval.

• Assist the PE/CM in preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, design of grant funds, organization of training, seminars, etc.), with expert and/or client support as required; Coordination and participation in recruitment processes together with the Human Resources Unit, including but not limited to preparation of Interview Minutes, Request of Award, issuance of personnel contract and contract management and administration.

• Review and amend the HR staffing plan 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.

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

• Prepare budget forecasts and periodic financial reports for the management and donors.

• Review weekly activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.

• Alert PE/CM on shortfalls and over expenditure of operating costs.

• Liaise with finance and logistics/procurement cells in tracking commitments and disbursements.

• Coordinate with the procurement support assistant on all transport, inventory and procurement issues in for direct support of the project and in support of the PE/CM.

• Provide training support to personnel in support services to ensure compliance with FRR and procurements procedures.

• Participate in periodic visits to the project sites, and any sub-offices to review compliance with recognized procedures.

• Establish and monitor an internal control system.

5. Project Completion

• Assist the PE/PM in preparation of completion reports, clearance of ARL’s and handover of assets, with specific focus on Audit requirements to ensure the contractual obligations are fulfilled and if necessary arrange for independent project evaluations.

• Ensure final reports and lessons learned are shared with AM’s and project staff where appropriate.

• Review documentation for handover or disposal of assets ensuring appropriate approvals are obtained.

6.General Duties

• Ensure detailed coordination between support services and in support of the PM.
• Draft project internal directives in accordance with ETMCO and UNOPS rules for submission by the PE/PM.
• Ensure detailed coordination between support services and ETMCO support sections to ensure compliance with internal directives and procedures.
• Attend coordination meetings when requested;
• Coordinate and host donor and official site visits.
• Project donor and corporate reporting.
• Perform other duties as assigned by the country manager.

Education 

• A Master’s degree in Accounting, Business Administration, Management, Finance or related field is required.

• A Bachelor Degree with additional  four (4) years of relevant experience may substitute for the requirement for a Master’s Degree.
  
  

Experience

• At least 2 years of work/professional experience in project/programme support preferably in an international organizations is required.

• Experience in UN system organizations is desirable.

• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Fluency in written and oral English is required. 
• Knowledge of additional official UN languages is an advantage.

Skills 

• Project Management - Project Management Support ( 2 years)
• Project Management - Programme Management ( 2 years)
• Contextual Skills - UN experience (Optional)
• Information Technology - ERP systems (Optional)