Project Support Specialist

UNOPS is providing operational support to UNAMI in Iraq to facilitate electoral preparations and processes, with the primary objective of strengthening democratic institutions in Iraq through the promotion of regional parliamentary elections. The project aims to enhance the credibility and transparency of the Independent High Electoral Commission (IHEC) and promote inclusion and participation in electoral processes in accordance with national legal and policy frameworks. The project aligns with the Sustainable Development Goal 16 and the Iraq Vision 2030 plan. UNOPS will conduct an assessment of the capacity of relevant entities who will organize the upcoming elections and provide training needs, provide technical assistance, carry out a UN communication campaign, support national observation, and conduct post-election activities including a lessons learned workshop. 

UNOPS will recruit a team consisting of local and international staff to provide the requested assistance in the areas of support identified by UNAMI. The planned number of personnel in the team is approximately 10 staff.

The Project Management Support Specialist 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 the donor, government stakeholders and working group focal points on all project related matters.

The Project Management Support Specialist will also maintain 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 reports.  He/She is most likely required to work in a complex and challenging environment with limited resources.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a fully diverse workforce.

 1 . Stakeholder Management

• Support the Project Board and ensure relevant reports and assurance processes are completed effectively;
• Support the Project Manager with communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover of products;
• Advise the PM on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements if any);
• Manage the information flows between the project team and the PM and support the PM in managing the Project Board and other key stakeholders.

2. Delivery and Performance

• 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.
• Support the PM in the creation and maintenance of project plans and stage plans;
• Support the embedding of sustainability dimensions including (but not limited to) social and gender inclusion, environmental and economic aspects into project life cycle;
• Support the production of the required products, taking responsibility for overall progress and monitoring of resources and advising if corrective action is needed;
• Liaise with any external suppliers or account managers;
• Monitor work packages, the incumbent may need to also deliver work packages;
• Advise the PM and PMO (Programme Management Office in the Amman Multi-Country Office) of any deviations from the plan;
• Monitor & manage risks and escalate any relevant risks to the project manager and senior management as needed;
• Monitor and review product quality and ensure products are accepted;
• Monitor and evaluate performance of service providers;

3. Processes:

• Maintain the Google Drive for the the engagement with project documentation;
• Preparation and maintenance of project files, including schedules, plans such as the procurement plan, implementation plan, internal reports such as the quarterly report, highlight report, end stage report, exception report and external project reports such as financial reports and narrative reports.
• Procurement, HR and Finance files as required by UNOPS policies and processes;
• Support the PM to manage the budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time:
• Understand and support the PM to manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project;
• Understand the unique structures of the UN and budget appropriately for personnel;
• Support the PM to manage and remain accountable for expenditures against the budget (based on accurate financial reports)

4. Knowledge Management

• Participate in the relevant Communities of Practice;
• Actively interact with other PSS, PMO’s and the PM community to share case studies, lessons learned and best practice on the Knowledge System;
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies;
• Complete lessons learned as per reporting format;
• Incorporate lessons learned from others as per planning format;
• Proactively engage in capacity building of other staff, particularly National Staff.

5. Personnel Management:

• Support the Project Manager in leading and motivating the project support team;
• Support the Project Manager in ensuring that behavioral expectations of team members are established;
• Support the Project Manager in ensuring that performance reviews are conducted;
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff);
• Select, recruit and train team as required by project plans and delegated by the PM;
• Be able to perform the Team Manager role when delegated;
• Ensure safety and security for all personnel comply with UN DSS standards;

Core Values and Principles:

a.       Understand and respect UNOPS sustainability principles/marker

• Look for ways to embed UNOPS sustainability principles in day to day activities;
• Seek opportunities to champion gender equality at workplace;
• Champion and communicate the project's sustainability aspects with key stakeholders.

b.      Understand and Respect National ownership and capacity

• Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans;
• Seek opportunities to recruit qualified local staff;
• Look for ways to build the capacity of local counterparts.

c.       Partnerships and Coordination

• Stride to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners).

d.      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 is not in line with this, it is the responsibility of the PSS to raise the issue to the PMO

e. Excellence

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

• Advanced University Degree in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline.
•  A first level university degree combined with two additional years of relevant experience will substitute the requirement for an advanced degree.
• Certification in Prince2 Practitioner highly desirable;
• Certification in MSP Foundation an asset.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• Erbil is a non-family duty station
  
  

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.