Project Management Support Associate

Job-Specific Information

Under the direct supervision of the Project Management Support Senior Officer and under the guidance of the Head of Programme / Programme Management Office-Specialist / Country Manager, the Project Management Support Associate (PMSA) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to UNOPS and stakeholders are in line with defined project objectives. The PMSA will be responsible to provide support for all operational aspects of the project, including but not limited to preparing initial documentations for financial transactions, preparing the reports, and covering all aspects of human resources, procurement, contracting and logistics, administration, outreach and stakeholder coordination in close consultation with the relevant colleagues.

Summary of functions:

• Stakeholder Management
• Project Delivery and Performance
• Operations and Procedures
• Knowledge building and knowledge sharing

• Establish positive and fruitful working relationships with all members of the Zantchito Skills for Jobs Programme & the  overall Programme Team, Beneficiaries, and Partners as appropriate, providing support and guidance on specific and general administrative and project undertakings at the appropriate level.
• Interaction with colleagues and partners and undertaking of missions, as may be required, to guide operational issues and outline UNOPS service provision. 
• Fostering of partner relationships as primary focal point for assigned tasks

 Project Delivery and Performance:

• Support of assigned aspects of project initiation, implementation and closure in full compliance with UNOPS rules and regulations 
• Provide support to the overall aspects of project operations related to reporting.
• Provide substantive inputs to assist the supervisor in the preparation of project reports and documents.
• Support the Project Management Support Senior Officer in monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Process direct payments and advance requests and support in preparation of project budget revisions.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Alert the supervisor of any financial shortfalls and over-expenditures, and propose budget revision, and initiate corrective action when necessary.
• Support in the administrative tasks related to management of project inventory, assets, including recording and reporting as per UNOPS rules and regulations.
• Support in maintaining the Electronic Blue File, uploading engagement and project level files on OneUNOPS (ERP) as per the organization’s guidelines for record keeping.
• Provide support with the organization of meetings; prepare minutes and summaries of actions to be taken, and follow-up with focal points.
• Support in the coordination of  vendor communications, meetings, and reports as necessary.
• Provide efficient support in contract management all matters relating to successful supervision and management of contracts and purchase orders.
• Support in the management of the travel plan of the project team, manage travel bookings, and coordinate with relevant colleagues for any travel requirements.
• Support the organization of induction briefings to newly recruited project team members and render support to consultants in the course of their assignment.

Operations and Procedures:

• Follow the Project Management Manual Instructions and ensure awareness of and relevant respect for organizational policy compliance (Organisational Directives and Administrative Instructions).
• Contribute to efficient and effective use of the Zantchito Skills for Jobs Programme, Project Management Office (PMO) and UNOPS tools for monitoring project performance, outputs, and benefits.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

 Knowledge building and Knowledge sharing:

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
• Publication and sharing of information and knowledge with colleagues, clients and partners.
• Sound contributions to knowledge networks and communities of practice.

 Impact of Results:

The effective and successful achievement of results by the Project Management Support Associate directly impacts on achievement of project results by supporting the Country 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.

• Completion of Secondary education is required. 
• A Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant discipline may substitute for some of the years of experience required

Experience:

• A minimum of six (6) years of relevant experience in administration or programme support service is required.
• Experience working in financial reporting, and implementation of infrastructure projects will be an added advantage.
• Knowledge of ERP (oneUNOPS) systems is an asset
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.   

Language:

• Fluency in written and oral English is required.
• Knowledge of a second UN or regional working language is 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.

• This position is based in Lilongwe, Malawi which is a 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.