Project Management Support Specialist

Background on South East Asia and the Pacific  Multi-Country Office (EAPMCO)

In 2023, the UNOPS EAPMCO implemented projects worth more than USD 75 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.  

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

The EAPMCO Papua New Guinea was formed in early 2020 to support the implementation of design and construction of infrastructure, sustainable procurement, capacity development to support technical and governance excellence, programme management, and to facilitate access to funding sources in Papua New Guinea.  

As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification potential in a short period of time.  Working with an increasing number of development partners, in 2023 EAPMCO PNG is quickly being recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support to the Government of PNG in its service delivery obligations to the people. 

Background on UNOPS Papua New Guinea:

The UNOPS Papua New Guinea office was formed in early 2020 under EAPMCO to support infrastructure design and construction, sustainable procurement, capacity development, program management, and facilitate funding sources in Papua New Guinea. UNOPS PNG has demonstrated significant growth and portfolio diversification potential. It is recognized as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement, and governance support to the Government of PNG. UNOPS works in Papua New Guinea, partnering on projects for cleaner water, better healthcare (including COVID-19 support), and sustainable energy with solar and hydropower. There are several projects in the pipeline to be finalized throughout 2024. These projects encompass health infrastructure and sustainable procurement, climate change resilient infrastructure, and community development infrastructure.

Background information - Job specific:

The Project Management Support- Senior Officer reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for coordinating and supporting the Senior Project Manager with the day-to-day operations and liaising with relevant counterparts, government stakeholders and working group focal points on all project related matters, specifically pertaining to enhancing the coordination and efficiency on the side of resilience. The Project Management Support- Officer will also work closely with the different donors for the infrastructure projects.  S/he maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports. S/he is most likely required to work in complex and challenging environments with limited resources.

Project implementation

• Gain a thorough understanding of the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the World Bank

• Provide observation and monitoring of operational processes implemented throughout the  and operational management of all project components 

• Observe and monitor procurement, reporting and financial management processes

• Ensure the progress of activities and the delivery of work packages

• Coordinate with the Sr Project Manager and communicate to him/her the progress of the work

• Inform and advise the Sr Project Manager of any deviations from the project plan and make the necessary updates

• Identify and manage risks in collaboration with the Sr Project Manager

Financial and procurement management

• Compile data and researches information for planning of financial resources/administrative budget  

• Coordinate protocol matters, ensuring efficient delivery of client services

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan

• Support the Sr Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met

• Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements

• Coordinate necessary meetings, communications and reports with suppliers

Monitoring and reporting

• Support field activity monitoring, assisting the Sr Project Manager in observing processes implemented throughout the Rural Service Development Project (RSDP)

• Oversee travel authorizations, documentation, and payments and ensure timely response and processes.

• Actively participate in the preparation of reports and project documents

• Prepare project and/or financial bi-monthly progress briefs, alongside a summary final implementation progress report, in accordance with the World Bank and UNOPS requirements for reporting

• Manage project logs and records, and maintain and file project documents and other supporting documents

• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)

• Provide routine oversight and analysis of delivery data within the dashboard system

Stakeholder engagement

• Establish solid working relationship with the project board, RSDP, DPLGA, World Bank and district and provincial teams 

• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products

• Advise the client on issues that may impact the achievement of their outcomes 

• Participate in stakeholder meetings as required

Knowledge management and innovation

• Support the management of lessons learned in accordance with the chosen reporting system

• Ensure local capacity building at all levels and foster opportunities for project support

• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building

• Maintain and organize records of project files and other supporting documents on the shared drive as  per the organization guideline for record keeping.  

• Enter data in knowledge and risk management tools (UNOPS risk, lessons and issues management tool) 

• Take minutes of regular team meeting and follow up on action points  

• Provide expertise in the use of tools and techniques

Personnel Management

• Support the Sr Project Manager in leading and motivating the project team

• Support by covering the role of the Team Manager when delegated

• Ensure that behavioral expectations of team members are established 

• Ensure that performance reviews are conducted timely and objectively

• Ensure safety and security for all personnel and comply with UNDSS standards

• Ensures high quality recording of results, performance, and services of the team and its implementing agencies. 

Education

• Advanced University Degree (Master’s degree) in Business Administration, Economics, Project Management, International Relations  or related field is required.

• First level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.

• PRINCE2® Basic or Practitioner courses are an asset.

Work Experience

• Minimum (5) years of experience in programme, project management, support service, partner liaison, business administration focused on monitoring, reporting, development and coordination is required.

• Experience in managing development programmes using results-based management principles and hands-on experience in programme monitoring, evaluation and reporting for documentation of programme results and impact is an asset. 

• Experience in project assurance and/or compliance is required.

• Demonstrated knowledge of United Nations rules and procedures in the areas of programme implementation, procurement, finance, and reporting is an asset. 

• Experience working on World Bank-funded projects, familiarity with their rules and regulations is an asset. 

• Knowledge of Google Suite applications is an asset.

• Prior experience in program oversight including coordination with the relevant stakeholders is an asset.

Languages

• Full Working knowledge of the English language is required.

1. Contract type: LICA
2. Contract level: ICS 10 / LICA-10
3. Contract duration: Ongoing ICA – ‘Open-ended, 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. 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.