Job Description
Supporting project success through seamless support and operational excellence.
This project involves the procurement of equipment for universities and vocational training centers. It includes sourcing and purchasing educational and technical equipment, coordinating deliveries, and ensuring that all acquisitions comply with procurement procedures, quality standards, and project timelines. The objective is to support the institutions in enhancing their educational and training capacities effectively.
The Project Management Support Senior Associate provides technical, administrative and logistical support to ensure the efficient and effective delivery of project operations. The incumbent contributes to the coordination and execution of day-to-day project management processes, ensuring compliance with UNOPS standards and procedures. The role is client-focused and results-oriented in supporting timely project implementation.
Project Monitoring and Reporting
- Support the supervisor in monitoring project implementation and financial performance to ensure compliance with UNOPS rules, regulations and reporting standards.
- Prepare and maintain financial disbursement reports and progress updates in coordination with Finance and relevant units.
- Maintain comprehensive project documentation, including financial records, audit files and Enterprise Resource Planning (ERP) entries (oneUNOPS), ensuring accuracy and completeness.
- Track project budgets, cash flow and expenditures. Identify variances, propose budget revisions, and initiate corrective actions when necessary.
- Record project data and updates in relevant logs and registers, ensuring information accuracy for reporting and audits.
- Take minutes of meetings, track action points, and assist in compiling periodic project performance reports and completion reports.
Project Implementation and Delivery Support
- Assist in day-to-day project execution, ensuring adherence to UNOPS project management methodologies, financial regulations and quality standards.
- Support the preparation, amendment, and monitoring of project work plans, agreements and budget revisions.
- Facilitate communication between partners, service providers and internal teams to ensure the timely delivery of project activities.
- Track project milestones, risks and issues, maintaining updated records and assisting with mitigation planning.
- Support preparation and review of contractors’ invoices, verification of supporting documents, and coordination of deliverables.
- Contribute to identifying operational or administrative bottlenecks and propose practical solutions to enhance project efficiency.
Operational and Administrative Support
- Provide administrative assistance in project operations, including HR coordination, procurement planning and logistical arrangements.
- Support the preparation of Terms of Reference (ToRs), contracts and purchase orders. Review supporting documentation before submission for approval.
- Coordinate and organize workshops, trainings, meetings and missions, ensuring timely logistical, financial and travel arrangements.
- Liaise with Finance, HR and Procurement units to process payments, monitor commitments, and ensure compliance with internal control systems.
- Maintain project correspondence, records and filing systems in accordance with UNOPS document management policies.
- Support onboarding, induction, and contract management processes for project personnel and consultants.
Financial and Procurement Management
- Assist in the preparation of project budgets, forecasts, and expenditure reports, ensuring accuracy and timely submission.
- Monitor financial transactions, disbursements, and vendor payments in alignment with UNOPS Financial Rules and Regulations.
- Review and reconcile project accounts, ensuring that expenditures align with approved budgets and work plans.
- Coordinate procurement processes, including requisition preparation, evaluation support, and tracking of contracts and purchase orders.
- Facilitate communication with vendors, manage documentation for procurement and financial activities, and ensure timely service delivery.
- Support project audits by maintaining complete financial documentation and assisting in implementing audit recommendations.
Knowledge Building and Sharing
- Support the organization, facilitation and delivery of training and learning sessions on project management.
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
- Conduct research on project management-related topics and contribute to the drafting of reports, summaries and briefing notes.
