Project Management Support Specialist (LICA or IICA)- Retainers , Multiple positions

Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for some of the largest development programmes in the country. In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative targeting drug resistant malaria in the greater Mekong sub-region. UNOPS also provides procurement, infrastructure and project management services to a wide range of organizations in the country, including international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Project Information

The Project Management Support Specialist reports to the Senior Programme Manager. The role is responsible for coordinating and supporting LAMP projects with the day-to-day operations, supporting partners, and liaising with the donor, various emerging authorities 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, support 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 complex and challenging environments with limited resources.

• Preparation and maintenance of project files, including internal and external project reports.

• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.

• Manage assigned delivery of work packages and take responsibility for progress.

• Coordinate and liaise with the Senior Programme Manager/Head of Fund Management Office on the implementation progress.

• Advise the Senior Programme Manager/Head of Fund Management Office of any deviations from the plan and update plans and work to identify fund management risks and develop risks mitigations measures.

• 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.

• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

• Support the Project Manager/Head of Programme Management Office by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

• Alert the Project Manager or any financial shortfalls and over-expenditures.

• Propose budget revision and initiate corrective action when necessary.

• Coordinate vendor communications, meetings, and reports as necessary.

• Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.

• In consultation with relevant colleagues, review, administer and issue contracts, grants agreements, agreements/amendments.

• Responsible for preparing grant agreements.

• Supervise finance related action for timely disbursements of funds to Grantees Maintain a financial management system, controlling budget line expenditures and encumbrances, including record keeping to reflect all transactions related to the projects activities in proper categories in accordance with the finance SOPs of the Partnership and the UNOPS financial rules and regulations.

• Help with the preparation of Terms of References for external consultants as needed and manage their activities based on agreed Terms of Reference.

• Prepare and maintain Donor Agreements, including any reports requested by Donors.

• Using the Grant Management System, perform ongoing review, analysis and reconciliation of accounts, investigating discrepancies and initiating timely corrective actions; implement effective risk management actions as per partnerships risk management system.

• Support the maintenance of technical and financial reporting, to ensure that all Grantees execute their contractual responsibilities.

• Review and provide comments on administrative and financial aspects for finalization of contract documentation for undertaking engagement for implementation of the activities by stakeholders.

• Assist and act as a back-up role when other team members are out of the office.

• Perform other related duties as may be assigned by the supervisor.

• Provide substantive inputs to assist LAMP’s Fund management office in the preparation of project reports and documents.

• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager

• Manage the compilation, consolidation and analysis of relevant data.

• Assist the Senior Programme Manager/Head of Fund Management Office in the preparation of project completion reports and ensure compliance with contractual obligations.

• Support the design, planning, and implementation of lessons learned compilation efforts for LAMP's localization initiatives, adhering to agreed timelines and defined reporting formats

• Ensure that Local capacities are built at every level and opportunity for Project Support.

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Contribute to expertise in tools and techniques

• In conjunction with the project team, provides appropriate levels of programmatic management and administrative support to the Senior Programme Manager/Head of Fund Management Office

• Management Office regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

• Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.

• Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners.

• Develops and establishes resource tracking systems for use within the project team, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.

• Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager/Head of Programme Management Office.

Education:

• High school degree/diploma in a relevant field with 11 years of relevant experience is required.

• Bachelor degree in Project Management, Finance, Business Administration, Conflict studies, Development, Social Sciences, Health studies, Law, Humanities, Political Sciences, or related field with 7 years of relevant years of experience is required.

• Master degree in a related field may substitute for required years of experience.

Experience:

• A minimum of at least *7 years* of relevant and progressive professional experience is required, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects.

• Significant professional experience in Myanmar and/or South East Asia is required.

• Knowledge of UN rules and regulations with regards to grant management, procurement and financial procedures is an asset. 

• Experience in dealing with large financial systems with budgets is an asset.

• Strong experience with data analysis, management reporting and project management tools and information management systems is an asset.

• Previous successful involvement with, and good knowledge of, NGOs and civil society is desired.

Language Requirements:

• Full working knowledge of English is essential.

• Fluency in one or more additional official UNOPS languages is an advantage.

THIS IS A HOME-BASED RETAINER CONTRACT. THE SUCCESSFUL CANDIDATE SHALL BE OFFERED EITHER LOCAL ICA OR INTERNATIONAL ICA BASED ON THEIR LOCATION (DUTY STATION).

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local ICA Specialist-10 / International ICA-IICA 2
Contract duration: Maximum 100 days for 7 months period (subject to organizational requirements, availability of funds and satisfactory performance)

• 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.

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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.