Job Description Background Information - Job-specific
The Project Support Officer reports to the Project Manager who provides broad supervision and guidance. The role is responsible for supporting the Project Manager with the day-to-day operations of the mission and coordinating mission progress and implementation. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports. The role can often be required to work in complex and challenging environments with limited resources.
Summary of functions:
- Project Implementation
- Financial and procurement management
- Project Monitoring and Reporting
- Coordination and liaison
- Knowledge management and innovation
- Operational and logistical support
1. Project implementation
2. Financial and procurement Management
- Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
- Monitor project financials and advise the Project Manager accordingly;
- Track expenditure and take relevant action when required to revise budgets (realignment and amendment);
- Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
- Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices;
- Supporting the project planning process;
- Maintenance of all supporting project financial documents for audit and review processes;
- Management of work packages within the project as and when required;
- Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.
- Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
- Maintain all supporting project financial documents for audit and review processes.
- Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.
- Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
- Process direct payments and advance requests and prepare project budget revisions.
- Produce 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.
- Alert the Project Manager or any financial shortfalls and over-expenditures.
- Propose budget revision and initiate corrective action when necessary.
- Coordinate vendor communications, meetings, and reports as necessary
3. Project monitoring and reporting
- Provide substantive inputs to assist the Project Manager in the preparation of project reports
- and documents.
- 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:
i. Electronic Blue File,
ii. Procurement, HR and Finance files as required by Organizational Directive (OD) 12.
- Manage the compilation, consolidation and analysis of relevant data of the mission.
- Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
4. Coordination and Liaison
- Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project.
- 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.
5. Knowledge management and innovation
- Support the compilation of lessons learned as per defined reporting format.
- Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
- Contribute to expertise in tools and techniques
6. Operational and Logistic Support
Impact of Results
- In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;
- Review input of financial information, expenditures etc in UNOPS ERP system.
- Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
- Support development and maintenance of UNOPS ERP system and management information systems to ensure real time tracking and asset management under the project activities;
- Liaise with the Finance Unit to process and monitor all payment requests within the Project
- Assist the Project Manager in monitoring all HR requirements and related activities under the Project
- Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required;
- Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
- Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
- In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team
- Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings.
- Maintain records of project files and Activity reports in hard and soft copy.
- Prepare budget forecast and periodic financial reports as requested.
- Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts
- Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
- Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action
- On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Zimbabwe to review compliance with recognized procedures.
- Establish and monitor an internal control system for all administrative actions
- Perform other duties as assigned by the Project Manager
The Project Support Officer directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved 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.
- A Bachelor’s Degree in a relevant field (e.g. Business Administration, Logistics, Emergency Management, International Relations) is required.
- A Master’s degree will be an asset.
- A minimum of 2 years relevant experience, specifically in the field of Project Management and/or Operations Management is required.
- Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and/or operations management is an asset.
- Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
- Full working knowledge of English is essential.
- Fluency in one or more additional official UNOPS languages is an advantage.
- PRINCE2® Foundation/Practitioner an asset
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only:
Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
- Please note that the closing date is midnight Copenhagen time
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Contract type, level and duration
Recruitment/internship in UNOPS is contingent on the results of such checks.
Contract type: Local Individual Contractor Agreement (LICA)
This position is based on a family duty station
Contract level: LICA Specialist-8
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
* This is a local post. As such, it is only open to Zimbabwe Nationals or persons with valid residence permits.*
For more details about the ICA contractual modality, please follow this link:https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
About the OrganizationBackground Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.
Background Information – Kenya Multi Country Office (KMCO)
Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.