Project Associate

The UNOPS Hub in Amman implements projects on behalf of UN agencies and bilateral donors and in close coordination with the Government and national authorities. With an established presence across the region, the office runs operations including large-scale procurement, project development and technical management, and provides financial, human resources and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, so as to achieve the outcomes sought by the clients.

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.

The Project Associate will work in close collaboration with the Operations, Programme and project staff in Amman Office and HQ to exchange information and ensure consistent service delivery. He/she may also directly supervise subordinates and/or train and coach colleagues.

The Project Associate will report directly to the Project Manager. The Project Associate will ensure the provision of project support to Programme/ Project Manager in the fulfillment of their duties and responsibilities, as framed in Project Documents, and in keeping with internal UNOPS policies, processes and procedures (the “UNOPS Legislative Framework”).

Summary of functions:

1. Project Implementation
2. Financial and procurement management
3. Project Monitoring and Reporting
4. Coordination and liaison
5. Knowledge management and innovation
6. Operational and logistical support

Project implementation

• Support the Project Manager in ensuring project implementation in accordance with UNOPS Project Success Criteria and the Sustainable Project Management Practice Group guidance and in full compliance with UNOPS rules and regulations. All UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
• Get familiarized with oneUNOPS system to be used in project implementation including financial, procurement, reports, project dashboards, business acquisitions, amendments, etc..
• Monitor financials and advise the Project Manager accordingly;

• Monitoring of progress for all projects/service agreements under his/her responsibility, anticipating operational and budgetary issues and taking pre-emptive action,
• Interaction with colleagues, clients and partners to guide operational issues and UNOPS service provision. Resolution of operational and process issues, referring complex issues to supervisor with clear recommendations for courses of action,
• Provides backstopping for Project Managers on leave.
• Support Project Manager in meetings with key stakeholders as required by project requirements.

• Monitor and record 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 learned and best practices;
• Supporting the project planning process;
• Management of work packages within the project as and when required;    
• Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager
• Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.

• Coordinate vendor communications, meetings, and reports as necessary.
• Review input of financial information, expenditures etc. in oneUNOPS;
• Contribution to the content of internal Standard Operating Procedures in programme/project management, in consultation with the direct supervisor and office management.
• To ensure smooth running of the project .Works with minimal amount of supervision.
• Independently provides accurate reports and /or records in the areas of work, budget/financial management, project management, personnel administration and other administrative functions.

Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes;
• Ensure accurate data entry into oneUNOPS system;

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan; and take relevant action when required to revise budgets (realignment and amendment);

• 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 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;

Project monitoring and reporting

• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents;
• Maintain records of project files and other supporting documents;
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager;
• Support the Project Manager in maintaining the following:

1. Electronic Blue File,
2.  Procurement, HR and Finance files as required by Organizational Directive (OD) 12.

• Manage the compilation, consolidation and analysis of relevant data of the mission;
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

Coordination and Liaison

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project;
• Proactively coordinate/liaise with support units on all administrative matters related to contract management;

• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.
•  In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;

 Knowledge management and innovation

• 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;
• Contribute to expertise in tools and techniques.

Operational and Logistic Support

• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management under the project activities;
• Liaise with the Finance Unit to process and monitor all payment requests within the Project
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
• Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support 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;
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team;
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and Activity reports in hard and soft copy;
• Prepare budget forecast and periodic financial reports as requested;
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
• 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;
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites if needed to review compliance with recognized procedures;
• Establish and monitor an internal control system for all administrative actions

Core competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

• Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
• Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural environment.
• Ability to manage, organize, plan and implement work assignments
• Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.
• Strong analytical and problem solving skills and ability to handle a range of management and coordination issues.

• A Bachelor’s Degree in a relevant field (e.g. Business Administration, Logistics, Emergency Management, International Relations) is a requirement;
• Master's degree in relevant discipline may substitute for some years of experience.
• Prince 2 Foundation or other formal certification in Project Management highly desired.

• A minimum of 3 years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination;
• Experience with an international organization required
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage;

• Experience in reporting writing and donor communication is strongly desirable.

• Full proficiency in Arabic and English is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. 
• Recruitment/internship in UNOPS is contingent on the results of such checks.