Project Management Support - Senior Associate at UNOPS

Summary of functions:

• Project Implementation
• Project monitoring and reporting
• Coordination and liaison
• Financial and procurement management
• Operational and logistical support
• Knowledge management and innovation

Project implementation

• Preparation and maintenance of project files, including internal and external project reports and documents.
• Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures
• Coordinate assigned delivery of work packages and take responsibility for progress.
• Supports the monitoring and management of work packages within the project as and when required
• Coordinate and liaise with the Project Manager on the the project planning process and implementation progress. Document and feedback lessons learned and best practices
• Work with Project Manager to identify and manage risks. Facilitate information flows and overseeing change controls, risk registers and issue management.
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.
• Project monitoring and reporting
• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• 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:
  • Project Document records,
  • Procurement, HR and Finance files as required by UNOPS policies
• Coordinate the compilation, consolidation and analysis of relevant data of the project.

Coordination and liaison

• Supports the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations;
• 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.
• Supports the Project Manager in communication with stakeholders and ensures stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

Financial and procurement management

• Support the Project Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and (OneUNOPS Projects) as appropriate.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Facilitate processing of direct payments and advance requests and prepare project budget revisions.
• Support the preparation of 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.
• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures. Alert the Project Manager of any financial shortfall and over-expenditures.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Coordinate supplier communications, meetings and reports as necessary.
• Maintain all supporting project financial documents for audit and review processes.

Operational and logistical support

• Establish and monitor an internal control system for all administrative actions.
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action.
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings.
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.

Knowledge management and innovation

• Actively seeks advice and coordinates donor engagement with the UNOPS Japan Partnerships Liaison Office.
• Support the compilation of lessons learned as per defined reporting format and the PMM.
• Actively contribute to building local capacities at every level and opportunity in Project

Management 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.

Impact of Results:

• The Project Management Support - Senior Associate directly impacts on the achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates.
• This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Education/Experience/Language requirements:

Education

• High School Diploma/Secondary School Diploma is the minimum academic requirement for this role.
• A First-Level University Degree (Bachelor’s Degree) in Project Management, Business Administration, Finance, International Relations, or other relevant disciplines with 3 years of relevant professional experience will be accepted.
• Advanced University Degree (Master’s Degree) in Project Management, Business Administration, Finance, International Relations, or other relevant disciplines is an asset.

Work Experience

• Minimum of seven (7) years of relevant working experience in Project Management with focus in budget management, financial monitoring, operations support, reporting and project planning is required.
• Demonstrated knowledge of UNOPS and/or UN financial rules and regulations will be an asset.
• Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.
• Demonstrated experience working with multidisciplinary and multicultural teams is an asset.
• Certification:
• Certification in Project Management (PRINCE2 Foundation, PMI or equivalent) is an asset.

Language Requirement

• Fluency in written, reading and spoken English is required.
• Working knowledge of another UN language is an advantage.