Project Management Support - Senior Officer

Job categories Project Management

Vacancy code VA/2022/B5333/23325

Department/office AFR, ETMCO, Ethiopia MCO

Duty station Addis Ababa, Ethiopia

Contract type Local ICA Specialist

Contract level LICA Specialist-9

Duration Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

Application period 10-Feb-2022 to 23-Feb-2022

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

From 2016, EMCO launched a strategy to position itself as the preferred partner of choice for development projects, increase visibility,balanced and growth, organizational development and increase operational excellence. As a part of this, EMCO is embarking upon various infrastructure management projects across Ethiopia, Sudan and Djibouti with a variety of donors and partners. These projects range from provision of advisory and transactional services to facilitate construction of various structures, from roads to hospitals, and from power plants to industrial zones. All of these projects and their sub-projects will be implemented in partnership with the Government of Ethiopia, Sudan and Djibouti, as well as other international and non-governmental organizations in the county.

The UNOPS Ethiopia Office has in the recent past signed MoUs with Government Ministries, INGOs and UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. In order to efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS Ethiopia office is in need of an experienced Project Support Senior Officer. The Project Support Senior Officer will work under the direct supervision of the Portfolio Senior Manager in UNOPS Ethiopia Office and will be assigned to specific project portfolios.

Functional Responsibilities

The Project Management Support Senior Officer will be responsible for ...

The Project Management Support Senior Officer will be responsible for the following but not limited to:

Project Implementation
Project monitoring and reporting
Coordination and Liaison
Knowledge management and innovation
Operational and Logistic Support

1. Project Implementation

Supports Project Manager on day-to-day operations of the project and effective management and implementation.
Support the Project Manager in ensuring UNOPS Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress.
Support Project Manager on drafting and preparation of project documentation, agreements or MoU, presentations and other official correspondence in English and Amharic.
Monitor project implementation particularly the coordination with key stakeholders advise the Project Manager accordingly.
Track the progress data, overall situation, risk or any district or field level issue and report and support the Project Manager to take prompt required action.
Monitor and record best practices and innovative approaches within UNOPS; identify and show alternative options according to activity needs.
Coordination and facilitation of the regular meetings and field trips of the Government and Senior Management and the Donor. It also includes the preparation meeting documents, presentations and relevant information.
Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons 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 supporting on monthly assurance tasks.

Financial and procurement management

Support the Project Manager by monitoring budgets, preparing budget forecasts and cash flows and reporting on expense obligations to ensure that deliverables are met.
Review monthly reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
Alert the Project Manager of any financial shortfalls and over-expenditures.
Propose budget revision and initiate corrective action when necessary.
Coordinate vendor communications, meetings, and reports as necessary.
In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and budget revisions when applicable

2. Project monitoring and reporting

Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents.
Preparation of scheduled reports, highlight reports and timely update of the project information database about any changes in the stakeholders and concerned departments of the Government.
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: (i.) Electronic Blue File and (ii.) 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.
As directed by the Project Manager, provide oversight support on project implementation activities as directed by the Project Manager.

3. Coordination and Liaison

Liaise with procurements and logistics units in tracking commitments and disbursements.
Proactively coordinate/liaise with support units on all administrative matters related to contract management.
As directed by Project Manager, liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

4. 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.

5. Operational and Logistic Support

Assist the Project Manager in dealing with service providers, consultants and monitoring HR requirements and related activities under the Project;
Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (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.
Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings.
Identify operational, administrative, financial and other bottlenecks that may impede project delivery-recommend solutions and propose appropriate remedial action to the Project Manager.
Establish and monitor an internal control system for all administrative actions.
Support Project Manager in dealing with issues and troubleshooting.

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

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.

Education/Experience/Language requirements

Education A First University degree (Bachelor’s) in Project Ma...

Contract type, level and duration

Contract type: Local Individual Contract (LICA) Contract level: LICA-9 C...

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful imp...

This vacancy is closed.

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