- Organization: UNOPS - United Nations Office for Project Services
- Country: South Sudan
- City: Juba
- Office: UNOPS SDOC Juba
Position title Project Assistant, Multiple positions
Department/office AFO, ETOH, Sudan
Duty station Multiple
Contract type Local ICA Support
Contract level LICA-5
Duration 6 months
Application period 07-Jun-2015 to 17-Jun-2015
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.
Working in some of the world's most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
UNOPS Sudan Operations Centre (SDOC)
State Ministry of Physical Infrastructure Juba Tel: +249 908 383 500 |
Sudan
The UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action. .
Functional Responsibilities
Purpose and Scope of Assignment
In line with its initiative to strive for organizational excellence, the UNOPS Sudan Office belonging to the Ethiopia Operational Hub, is actively looking for highly motivated and competent candidates for the positions of Project Assistant for the Japan Funded Projects in El Fashir Darfur (2 positions) and EU funded National Resources Management for Sustainable Livelihoods Programme in El Daein - Darfur (one position).
Under the guidance and direct supervision of the Project Manager and indirect supervision of Project Support Officer and/or Head of Office, the Project Assistant is responsible for providing assistance to the management of some projects and assistance in the implementation of others of the Sudan Office.
Summary of Key Functions:
- Administrative and financial support
- Implementation of operational strategies and procedures
- Knowledge building and knowledge sharing
- Update and maintenance of Proposal information according to established procedures
- Assistance in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;
- Creation and update of Award information, including established project information and associated contracts and activity definitions and according to established procedures
- Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.
- Preparation of authorizations for service activities for approval of the Supervisor.
- Maintenance of accurate records (hard copy and online) of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
- Processing of travel and expenses according to established procedures and practice
- Monitoring of expenditures. Verification for accuracy of expenditure requests (CPs, invoices, F10s) and availability of funds, completeness of documentation submitted.
- Punctual information to supervisor of budget status and monitoring of accuracy of data in the UNOPS dashboard and ATLAS system. Requests for action processed; active follow-up to completion.
- Processing of requisitions, including adding or modifying requisition header, lines, schedule and distribution information; inquiries on requisitions details and activities; reconciliation activities on requisitions such as approve or cancel
- Review; initiation of recruitment on receipt of client/supervisor clearance.
- Establishment of a contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
- Administrative arrangements (e.g. logistics) for conferences, Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.
- Review of budget and expenditures to confirm if funds are available;
- Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation.
- Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
- Full compliance of operations with UNOPS rules, regulations, policies and strategies.
- Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.
- Ensures knowledge building and knowledge sharing,
- Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
- Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.
- Provide hands on training to new recruits.
UNOPS Core Values/Competencies
- Integrity
- Professionalism
- Respect for Diversity
- Creativity and innovation
- Commitment to continuous learning
- Planning and Organizing
- Results orientation
- Communications skills
- Teamwork skills
- Client orientation
- Technological awareness
- Ability to work independently
Development and Operational Effectiveness
- Ability to perform standard administrative activities related to UNOPS project operations
- Knowledge of UN/UNDP/UNOPS rules and procedures is an asset
- Strong IT skills; knowledge of ATLAS is an asset
- Ability to provide input to business processes re-engineering, implementation of new systems
- Ability to adhere to work assignments and meet designated deadlines.
- Focuses on result for the partner/manager and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Solicits feedback from staff about the impact of his/her own behavior
- Accurate project expenditure tracking (Disbursements and POs)
- Timely provision of financial summaries and statements for review by Project Manager
- Efficient use of the project financial resources
- Contracts managed in a timely manner
- High school diploma is required. A First level university degree in project management, business administration, or relevant field of study will be an asset.
- Additional training in administrative and business practices an asset.
- Minimum of 5 years of experience are required with a high school degree. Candidates holding a Bachelor degree only need one year of relevant work experience.
- A thorough knowledge of UNOPS policies and procedures, especially with regard to procurement of personnel, goods and services desirable.
- Good computer skills, including MS Office 2003 and/or newer versions. Working knowledge of ERP (ATLAS) systems.
- Experience in operational project support, budget management and tenders for services and works.
Please note that this is a local position open to nationals of Sudan only .
Contract type: Local Individual Contract
Contract level: LICA - 5
Contract duration: 6 months
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
Additional Considerations
- Please note that the closing date is midnight Copenhagen time (CET)
- 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.
- 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.
Recruitment/internship in UNOPS is contingent on the results of such checks.
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