Project Management Support- Senior Analyst

UNOPS is currently providing Dispatch and Shuttle Services and Heavy duty vehicle maintenance and repair services to the United Nations Mission in South Sudan.  In the last 3 years, the project has only provided shuttle services, but has as of April 2020  undergone review  of the scope to include provision of heavy duty vehicle maintenance and repair services. The Project has  upto 45 personnel that includes over 30 locally recruited, 13 locally recruited junior level vehicle mechanics who also take care of repairs and maintenance of the UNMISS vehicles and about two locally recruited supervisors who manage the scheduling and  rotation of the drivers and mechanics. Personnel fluctuations are also experienced during times of absences. UNOPS has a rooster of standby drivers and mechanics for this purpose.

The overall impact of this project is an indirect contribution to UNMISS’ improved productivity and mission performance by providing its personnel with shuttle services. 

Summary of Key Functions  

1. Administrative and operations support to the  project;

2. Ensure Administrative, project management and operations support to the project;

3. Effective support to  general Project activities;

4. Stakeholder management, coordination and liaison;

5. Support in facilitation of knowledge building, sharing and management.

• Develop and maintain movement of personnel tracking in line with UN security guidelines;

• Develop  or update  SOP for the movement of personnel;

• Enforce full driver compliance with UN driving regulations for South Sudan for the effective and efficient safe movement of staff around Juba city;

• Oversee scheduling of vehicles for repair and maintenance services  in coordination with the Project Assistant;

• Ensuring work-life balance for personnel, and continuity in service provision while providing staff with adequate rest through efficient management of the scheduling system;

• Oversee project personnel recruitment, induction training, performance appraisal and contracts issuance when required;

• Ensures that UNOPS HSSE rules and regulations, UN guidelines and the national traffic guidelines  are taken into account in case of driver involvement in an accident or traffic offense.

• Ensure Receipt and Inspection reports for incoming equipment and supplies are completed;

• Issue and ordering of inventory and supplies required for the operations of the project;

• Liaise with the Head of Programmes and monitor  required stock to facilitate the work of the drivers and mechanics, including stock of essential supplies such as hand sanitizers, uniforms and establish requirements for replenishment by creating trigger levels;

• Tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved in coordination with the country office asset team;

• Prepare and submit Cargo Movement Requests (CMRs) to MOVCON and UNHAS for shipping of equipment, or any supplies as needed. Facilitating warehousing, transportation and loading of cargo;

• Coordinate for equipment maintenance, repair and replacement during the project life cycle;

• Flight, road and barge shipping – convoy tracking (negotiate with UN agencies such as WFP);

• Lead in the procurements related to the project in coordination with the country office procurement team by establishing technical specifications and requirements. Tracking of procurement processes and ensuring timely delivery of goods and services;

• Oversee the engaging and dispatching of drivers and mechanics in an efficient manner;

• Support in monitoring and evaluation of the project activities;

• Draft plans, reports, contracts, statements of work, and other related documents as required, to support the project;

• Perform other related duties as instructed by the supervisor.

• Support the coordination and management of communications with UNMISS;

• Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating project operations;

• Lead the preparations of project board meetings and any reviews needed for the Project on routine or adhoc basis.

• Provide skills transfer, capacity building and day to day supervision of all staff under responsibility and ensure that the staff are knowledgeable and comply with the UNOPS and UN protocols and regulations;

• Synthesis of lessons learned and best practices in especially with DPKO Missions;

• Contribute to expertise in tools and techniques;

• Identification of mechanics and personnel training needs and coordinate with UNMISS to organize any required training in consultation with the Head of Programmes; e.g. vehicle management, radio user training, HSSE, and ensure refresher trainings are planned for and conducted;

• Ensure timely preparation and submission of accurate reports as required by UNOPS and UNMISS;

• Development of service improvement matrices in consultation with the Head of programmes ensuring regular service improvements are effected;

• Manage project documents including staff files, complaints reports, monthly reports and all reports and documents relating to the management of the service;

• Communicate effectively with all stakeholders related to the project.

Impact of Results

The key results of this position will have an impact on the overall efficiency of UNOPS in managing project operations and success in introduction and implementation of operational strategies.  Strategic approach to operations management, effective and efficient project operations support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programs and projects.

Education

• Advanced University Degree (Masters) in International relations, Communication, Social Sciences, Business Administration, Logistics, Mechanical Engineering, Civil Engineering, Public Administration, Environmental Studies, Environmental Economics, Natural Resource Management or relevant field is required 

• A first level University degree (in areas above) (Bachelor’s Degree) in a related field with an additional 2 years of relevant experience may be accepted in lieu of the Advanced University Degree.

• Certificate in Prince 2 Foundation is a distinct advantage.

Work Experience

• A Minimum 2 years of relevant experience in international assignments level in providing Administration Support and/or Project management and/or Logistics and/or Operations and/or communication and/or mechanical work or other closely related experience is required;

• Experience in external representation and/or dealing directly with or  managing donors, and especially UN  clients is an asset

• Skills in People Management, Post Conflict/Conflict and Administrative Support is required (2 years of each)

• Work experience in South Sudan is an advantage

• Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an asset;

Language

• Fluency in speaking, writing and reading 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.
• UNOPS has provision for flexible working arrangements
• Qualified female candidates are strongly encouraged to apply.
• 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.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.