The Project Management Support Officer will provide comprehensive assistance across stakeholder engagement, act as a liaison between the EU and the FMA, provide operational support, documentation, and administrative and technical support for a smooth and accountable project delivery. The Project Management Support Officer provides structured technical and coordination support to UNOPS’ oversight, compliance, and assurance functions related to grant management and implementation under the EU-funded Action.
The Project Management Support Officer will support the Project Manager (PM)/Chief Technical Advisor (CTA) and the EU in executing their responsibilities by providing comprehensive assistance across stakeholder engagement, acting as a liaison between the EU and the FMA, operational support, documentation, and administrative and technical support for a smooth and accountable project delivery.
1. Project Operational Support, Monitoring and Reporting
Support day-to-day project operations, ensuring effective coordination among UNOPS, the Fund Management Agency (FMA), development partners, CSOs, and other stakeholders, in close coordination with the EU.
Maintain and update project work plans, budget and expenditure tracking tools, and monitoring and evaluation activities, particularly in areas related to stakeholder engagement and capacity development.
Contribute to the administrative aspects of the grant selection, appraisal, and contracting processes, ensuring adherence to established guidelines and documentation.
Support data collection, compilation, and organisation required for project monitoring, supervision, performance assessment, and preparation of progress reports.
Contribute to the effective use of UNOPS monitoring and reporting tools, ensuring accurate and timely entry of data into relevant UNOPS systems.
Support the tracking and reporting of key project milestones and deliverables, particularly those related to civil society engagement, government engagement, and CSO capacity development.
Assist in identifying and documenting project risks and issues and support the recording and dissemination of lessons learned and best practices.
Support scheduling, calendar management, travel arrangements, and logistical coordination for project activities, meetings, and missions.
2. Grant Oversight and Compliance Support
Ensure that UNOPS’ obligations in the oversight of grant implementation are met in line with the Special and General Conditions of the Contribution Agreement and the Grant Support Agreement.
Conduct verifications to ensure that EU funds are fully earmarked in accordance with agreed allocations and funding conditions.
Support verification that all expenditures reported to UNOPS represent actual incurred costs directly attributable to EU-funded activities.
Support the implementation of controls and procedures required to ensure full traceability of EU funds, including maintenance of complete, accurate, and timely financial and supporting documentation.
Maintain structured documentation and audit trails to support audit readiness, including systematic filing of financial records, verification outputs, and follow-up actions.
Support coordination with relevant UNOPS units and the grantee to address gaps identified in earmarking, cost eligibility, traceability, or documentation.
3. Audit, Assurance and Reporting Support
Support the review and consolidation of financial and narrative reports submitted by the grantee to ensure compliance with eligibility, traceability, and reporting requirements under the Contribution Agreement and Grant Support Agreement.
Support spot-checks and follow-up actions related to reported expenditures and supporting documentation, under the guidance of the Project Manager, to verify consistency with approved budgets, earmarking arrangements, and cost attribution rules.
Support the preparation of compliance and assurance related inputs to donor and internal reporting, including documentation of verification activities and follow-up actions.
Support coordination and monitoring of follow-up actions related to audit findings, management responses, and assurance processes, ensuring timely documentation and closure of identified issues.
Maintain organised records of assurance activities, spot-checks, and audit follow-up to contribute to a complete and auditable trail of UNOPS oversight actions.
4. Capacity Assessment and Capacity Development
Coordinate UNOPS-mandated Capacity Assessments of the grantee and sub-grantees.
Coordinate and follow up on PSEA assessments and related compliance actions.
Support the development, monitoring, and follow-up of capacity improvement plans where assessment ratings are below required thresholds.
Support the design and coordination of capacity-building activities for sub-grantees based on identified compliance, safeguarding, and performance needs.
Take a lead coordination role in organising trainings, workshops, and peer-learning activities related to fiduciary management, safeguarding, and reporting requirements.
Support systematic documentation and tracking of assessment results and capacity-development actions to inform ongoing oversight and assurance processes.
5. Stakeholder Engagement and Coordination Support
Support structured communication with government counterparts, development partners, CSOs, and other relevant stakeholders, ensuring timely dissemination of information and feedback.
In coordination with the FMA, assist the Project Manager in organising, preparing for, and following up on structured dialogues and consultations with government ministries, CSOs, and other key partners.
Support the Project Manager in facilitating consultations and partnerships with government, development partners, CSOs, and the FMA to promote cohesion across the CEF programme.
6. Meetings, Events and Workshop Management
Coordinate the logistical and administrative organisation of project-related meetings, workshops, trainings, and dialogues in close collaboration with the FMA.
Prepare and circulate meeting documentation and draft and distribute minutes capturing key decisions and action points.
Track agreed action points and provide regular follow-up updates to the Project Manager and relevant stakeholders.
7. Documentation and Information Management
Assist the Project Manager in drafting, editing, and formatting project documents, including policy briefs, concept notes, communication materials, and reports.
Collect, synthesise, and incorporate inputs and feedback from stakeholders into project documentation.
Establish and maintain systematic electronic and physical project archives in line with UNOPS requirements.
Support knowledge-sharing by organising and disseminating relevant information and lessons learned with the EU and project stakeholders.
8. Cross-Cutting and Other Duties
Support communication and visibility activities in line with EU branding and visibility guidelines.
Perform other related duties as required within the scope of this TOR and under the supervision of the Project Manager.
