Project Management Support Officer (Internal to UNOPS Personnel)

The UNICEF programme is designed to increase access to and utilization of quality, integrated maternal and newborn health services to ensure 1) Health workers in the Country will have the knowledge and skills to provide quality delivery care and emergency obstetric and newborn care services; and 2) Health systems will be strengthened to manage and deliver integrated maternal and newborn health services.

1. Project Implementation

•  Support the Project Manager 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 Project Manager accordingly.

• Track expenditure and take relevant action when required to revise budgets (realignment and amendment).

• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices.

• Provide overall coordination and financial management of the project activity. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented.

• Identify operational, administrative, financial and other bottlenecks that may impede project delivery, recommend solutions and take appropriate remedial action in consultation with the Project Manager.

• Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.

• Supervise each UNOPS Admin Assistant for finance, budgeting and organizing the events. This will include developing standardized systems, procedures and formats that can be used by each Admin Assistant to organize the logistics and reporting (i.e. invitations, venue, registrations, transport, accommodation, meals, evaluations, finance reports and records etc. as needed).

2. Financial and Procurement Management

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

• 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 Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

• Contribute to reporting obligations defined in the Legal Agreement(s).

• Take part in bid evaluations, if appointed to the evaluation team; coordinate vendor communications, meetings, and reports as necessary.

3. Project monitoring and reporting

• Maintain records of project files and other supporting documents.

• Establish and maintain a consolidated performance monitoring system for operational support activities.

• Ensure data is regularly inputted and updated, is accurate, and the information can be used to facilitate monitoring and evaluation of project operations.

4. Stakeholder management, coordination and liaison

• Organize project and stakeholder meetings in coordination with the Project Manager as and when necessary, and maintain records of these meetings.

• Coordinate stakeholders engagement and communication while ensuring that the stakeholders are aware of the progress of the activities, any deviations on the budget as well as leading the negotiations for effective changes.

5. Knowledge management and Innovation

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.

• Actively support the compilation of issues, risks and lessons learned.

• Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.

• Sound contributions to knowledge networks and communities of practice.

• 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.

6. Operational and Logistical Support

• In consultation with the relevant stakeholders, provide operational oversight and guidance when preparing amendments of Agreements and Budget revisions when applicable.

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

• Support implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results;

• Full compliance with UNOPS rules and regulations of programme/project management, financial processes, financial records and reports and audit follow up, human resources management, procurement processes and implementation of the effective internal control framework.

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

• 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.

• Coordinate and motivate the operational support delivery team.

• Prepare budget forecasts and periodic financial reports as requested.

• PRINCE2® Foundation (or equivalent) is an added advantage. 

• A minimum of two (2) years of relevant experience in administrative and project/ programme management support services is required.

• Experience in resource mobilization/management is an asset.

• Experience working in financial reporting, operational transactions, budget preparation will be an added advantage;

• Experience and demonstrated skills in generating and compiling high quality reports is an added advantage.

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

• Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset.

• Relevant experience working in developing/post-conflict countries is an asset.