Management and Coordination Specialist

Job Description

Dutystation: Amman, Jordan

Functional responsibilities

Under the overall guidance and direct supervision of the Senior Project Manager (PM), the Management & Coordination Specialist will support the PM in coordinating with the Government of Jordan (GOJ) entities, as well as conducting verification visits to the different sites of procurement (Hospitals, schools, touristic sites, Ministry of Finance sites) and other project sites as required. The Management and Coordination Specialist Specialist’s responsibilities include, but are not limited to:

1. Project implementation

2. Financial and procurement management

3. Monitoring and reporting

4. Stakeholder engagement

5. Knowledge management and innovation

6. Personnel Management

1. Project implementation

• Represent the project manager when needed

• Support the Senior Project Manager in developing, completing and updating relevant plan(s) including, but not limited to, the implementation plan and procurement plan

• Contribute substantially to project teams’ effort in implementing the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the Donor.

• Conduct verification visits to the different sites of procurement (Hospitals, schools, touristic sites, Ministry of Finance (MOF) sites, Ministry of Digital Economy and Entrepreneurship’s (MODEE), National Information Technology Center (NITC), etc) to ensure quality control

• Provide coordination and monitoring of operational processes implemented throughout all project components

• Monitor procurement, reporting and financial management processes

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

• Coordinate with the Senior Project Manager and communicate openly and transparently to facilitate achievement of milestones and deliverables in project implementation.

• Inform the Senior Project Manager of any deviations from the project plan and provide support to make the necessary updates

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

• Represent the project in selected coordination meetings when delegated.

2. Financial and procurement management

• Compile data and research information for planning of financial resources/administrative budget related to the operating environment of the project

• Review procurement and technical reports before submission to the project manager and senior management.

• Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that effective and efficient achievement of project objectives

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

• Escalate any significant risks related to financial and procurement matters to the Senior Project Manager when necessary and resolve issues together with the project team and support teams in AMMMCO

• Prepare budget revisions, when necessary

• Coordinate necessary meetings, information sharing and reports with suppliers
  
  

3. Monitoring and reporting

• Support field activity monitoring, assisting the Senior Project Manager in observing processes implemented throughout the project lifecycle

• Oversee documentation and payments and ensure timely response and processes to support project personnel

• Actively participate in the preparation of reports and governance requirements of the project

• Prepare donor and internal progress and/or financial reports, alongside a final implementation progress report, in accordance with donor and UNOPS requirements for reporting

• Manage project logs and records, and maintain and file project documents and other supporting documents ensuring version control and other quality measures

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

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

4. Stakeholder engagement

• Establish solid working relationships with the project board, government and donor counterparts and community representatives.

• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and shared ownership of the project objectives

• Advise the PM and AMMMCO Management on issues that may impact the achievement of their outcomes

• Participate and contribute in stakeholder meetings as required

5. Quality assurance

• Ensure integration of quality assurance and compliance (QA/QC) mechanisms across all activities with the support of the Quality/compliance Engineer rretainers under the project.

• Coordinate quality reviews of project documents and deliverables.

• Provide quality control for management outputs (project documents, reports, etc.).

• Support and guide the project team in reviewing and preparing the QA/QC plan for all procurement activities, i.e. procurement furniture, medical equipment, vehicles..etc

• Assist the project team in QA/QC activities including regular reviews of suppliers to ensure compliance with specifications and quality standards of the procured equipment, furniture and others.

• Ensure specific quality standards are constantly met at all levels of the procurement project lifetime and in adherence to UNOPS project implementation standards.

• Monitor supplier performance and manage relationships to ensure compliance with contractual obligations.

• Ensuring that the project team keeps records of all documentation regarding the QA/QC.

• Tracking and reporting all non-conformances to the project manager.

• Assist the Senior Project Manager and the project team during the QA/QC controlling activities related to suppliers submissions ensuring compliance with specifications

• Supervise the document control process with respect to QA/QC.

6. Knowledge management and innovation

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

• Facilitate local capacity development in accordance with needs 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 project information in formats that comply with confidentiality, access, good governance and organisational guidelines

• 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

• Support and role model good practice in the use of tools and techniques for knowledge management

7. Personnel Management

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

• Perform duties of Officer in Charge 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

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

• Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments

Education/Experience/Language requirements

• Advanced university degree (Master’s or equivalent), in Business Administration, Project management,, Engineering, Procurement, Supply Chain or related fields is desired.
• A Bachelor’s Degree, preferably in Engineering, Project Management, Business administration or related fields in combination with 2 additional years of relevant experience will be accepted in lieu of a Master’s Degree. .

• Minimum of five (5) years (or more depending on academic credentials) of progressive experience in programme/ project management of procurement and/or rehabilitation related projects, with at least three (3) years of experience in a Management and coordination role of a large or multi-sector infrastructure rehabilitation/procurement projects is required;
• A minimum of two (2) years experience working on procurement-related activities in healthcare and/or education sector is required;
• A minimum of two (2) years experience in liaising with senior stakeholders from the government and/or the donor is required.
• Proven experience in quality assurance and control is required.
• Experience in writing comprehensive reports and/or technical documentation is required;
• Working experience in Jordan will be a strong asset. Previous experience working in the Middle East will also be an asset.
• Previous experience with international organization/s and/or UN in a humanitarian and/ or conflict/post-conflict settings is required.
• PRINCE2 Foundation/Practitioner Certification or PMP Certification is an asset.

• Fluency in spoken and written English is required;
• Fluency in spoken and written Arabic is required

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.