Project Management Support Specialist

Job Description

Dutystation: New York, USA, United States of America

Functional responsibilities

The responsibilities of the Project Management Support Specialist include:

1. Stakeholder engagement and project development
2. Project Delivery and Performance
3. Procedures
4. Quality assurance
5. Knowledge management and innovation
6. Personnel management

1. Stakeholder engagement and project development

• Develop new project opportunities.
• Support the extension of the current project or change into its scope.
• Prepare budgets, project proposals and cash flow.
• Manage communications and ensure effective service provision to the partner.
• Coordinate internal project communications. Monitor the effectiveness of project communications.

• Implement approved project plans (including the establishment of milestones) within tolerances set by the project.
• Manage the production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• Liaise with any external suppliers or account managers.
• Advise the project team of any deviations from the plan.
• Identify and manage risks so that maximum benefit to client and stakeholders is achieved.
• Monitor and evaluate performance of service providers.
• Identify and report potential project opportunities for UNOPS to supervisor.
• Identify and report threats to UNOPS internal business case to supervisor.
• Develop, complete and update implementation plan(s).
• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
• Manage the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.

• Prepare relevant reports.
• Ensure that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).
• Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage allocable charges, and related corporate charges as they apply to the project.
• Understand the unique structures of the UN and budget appropriately for personnel.
• Manage and remain accountable for expenditures against the budget (based on accurate financial reports).
• Prepare/adapt all relevant plans for approval.
• Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
• Draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
• Ensure maintenance of the project files and lessons learned are recorded.
• Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
• Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
• For project closure purposes, provide a formal handover of the project to the closure manager.
• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

4. Quality assurance

• Work with internal stakeholders to ensure projects comply with audit requirements.
• Work with procurement/purchasing staff to ensure effective interface with suppliers quality systems.
• Coordinate quality reviews of project documents and deliverables.
• Provide quality control for management outputs (project documents, reports, etc.).

5. Knowledge management and innovation

• Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
• Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices.
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice.
• Research and logging of lessons learned throughout the project life span.
• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

6. Personnel Management if applicable

• Lead and motivate the project management team.
• Ensure that behavioural expectations of team members are established.
• Ensure that performance reviews are conducted fairly, accurately and timely.
• Select, recruit and train a team as required and take into account gender parity and diversity objectives.
• 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.

The Project Management Support Specialist directly impacts on achievement of project development and results by developing new project opportunities or extension to the project, 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

• Advanced university degree (Master’s degree), preferably in Business or Public Administration, Engineering, Project Management, International Relations or in a field related to the post description with five (5) years of relevant experience is required; OR
• First-level university degree (Bachelor’s degree or equivalent) preferably in Business or Public Administration, Engineering, Project Management, International Relations or in a field related to the post description with seven (7) years of relevant experience is desirable.

• Relevant experience is defined as experience in project management or project support.
• Experience working with the UN Secretariat or implementing projects for the UN Secretariat is required.
• Experience in developing or implementing climate related initiatives for international organizations is required.

• Fluency in English (read, write, speak) 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.