- Organization: UNOPS - United Nations Office for Project Services
- Country: Sierra Leone
- City: Freetown
Position title Project Support Officer
Level ICS-10
Department/office AFO, GHOH, Ghana
Duty station Free Town, Sierra Leone
Contract type International ICA
Contract level IICA-2
Duration 6 Months
Application period 06-Jun-2015 to 20-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.
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Functional Responsibilities
The Project Support Officer will be based in the UNOPS Sierra Leone Project Centre, which is supported by the Ghana Operational Hub in Accra.
He/she will be responsible for supporting the Project Manager with the day-to-day operations of UNOPS Sierra Leone projects, including the Logistical Support to Ebola Emergency Response Project, and coordinating progress and implementation. He/she identifies operational and financial problems and proposes solutions in resolving them by taking appropriate action, drafting required correspondence to parties concerned and preparing reports. He/she shall provide analytical and management advice and support in all aspects of the projects with a focus on implementation, and procurement, HR and budget management.
Summary of Key Functions
1. Coordination and project implementation
2. Coordination and support to Project Manager
3. Stakeholder management and coordination
Duties and Responsibilities:
Working under the direction of the Project Manager the Project Support Officer can work in complex and challenging environments with limited resources. He/she shall perform the following specific duties:
Implementation
•Preparation of project documentations, internal and external project reports;
•Managing information flows and overseeing change controls, risk registers and issue management;
•Maintenance of all supporting project financial documents for audit and review processes;
•Entering accurate data in ATLAS; can be appointed as ATLAS PM;
•Management of work packages as required;
•Monitoring of project budget and financial expenditures and all administrative procedures in line with the work-plan;
•Process direct payments and advance requests and prepare project budget revisions, produce financial reports; develop financial monitoring and reporting formats as per requirement of UNOPS;
•Control the cash flow, follow and report on expenses;
•Propose budget revision and initiate corrective action when necessary;
•Manage assigned delivery of work packages and take responsibility for progress;
•Coordinate and liaise with the Project Manager on the progress of project implementation;
•Provide management support and advice to the operations functions, including HR and Procurement.
Management, Finance and Procurement
•Advise the Project Manager of any deviations from the plan;
•General operations troubleshooting and problem-solving;
•Work with Project Manager to identify and manage risks;
Stakeholder Management, Coordination and Liaison:
•Support the coordination and management of communications;
•Provide support in liaising and building relationships with United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis;
•Participate in meetings with UN agencies, NGOs and other stakeholders as required.
Procedures, Monitoring and Reporting:
•Ensure that all organizational policy is complied with;
•Provide substantive inputs and assist the Project Manager in the preparation of mission reports and documents;
•Maintain records of project files and other support documents;
•Support the Project Manager in maintaining the following: i. Electronic Blue File; ii. Procurement, HR and Finance files as required by those practices as per OD12;
•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;
•Support the Project Manager in managing budgets, cash flow and obligations to ensure that deliverables are met;
•Alert PM on shortfalls and over-expenditures.
General Duties
•Ensure that local capacities are built at every level and opportunity for project support;
•Support the completion of lessons learned as per reporting format;
•Any other related duties as may be assigned.
Competencies
Functional Competencies
•Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis);
•Proven supervisory ability and/or technical leadership. Ability to maintain effective working relations both as a team member and team leader;
•Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
•Ability to manage, organize, plan and implement work assignments, juggle competing demands and work under pressure of frequent and tight deadlines;
•Ability to lead and coach team members, if required;
•Demonstrated ability to apply good judgment and decision making skills;
•Strong analytical and problem solving skills and ability to handle a range of management and coordination issues;
•Understands the role of technology and business processes and constantly strives to better utilise these for achieving organizational goals;
•Takes ownership for all responsibilities and honours commitments;
•Understands UN programmes, policies, and coordination mechanisms;
•Strong computer skills, including database and information management ability an asset;
•Strong understanding of the humanitarian emergency operating context, including sphere, the humanitarian system, donors, security, and operations management.
Development and Operational Effectiveness
•Understanding of UN programmes, policies, and coordination mechanisms;
•Strong understanding of the humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management;
•Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis);
•Strong interpersonal skills and ability to establish and maintain effective partnerships with UN system, I/NGO and national institutional stakeholders;
•Proven supervisory ability and/or technical leadership;
•Ability to maintain effective working relations both as a team member and team leader;
•Ability to maintain strong working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
•Ability to manage, organize, plan and implement work assignments, juggle competing demands and work under pressure of frequent and tight deadlines;
•Demonstrated ability to apply good judgment and decision making skills;
•Strong analytical and problem solving skills and ability to handle a range of management and coordination issues;
•Understands the role of technology and business processes and possesses strong computer skills, including database and information management;
•Takes ownership for all responsibilities and honours commitments.
Knowledge Management and Learning
•Knowledge of UNOPS financial rules and regulations for procurement cycle, issuance of purchase orders and contracts for services, construction, consultants and Individual Contract Agreement (ICA) is preferable; •Shares knowledge and experience and contributes to practice areas;
•Encourages personnel to share knowledge and contribute to practice areas;
•Promotes a knowledge sharing and learning culture;
•Demonstrates strong coaching/mentoring skills, regularly providing helpful feedback and advice to others in the office;
•Good knowledge of the UN system is an advantage.
Education/Experience/Language requirements
Advanced University Degree in Project Management Business Administration or related field (Logistics, Emergency Management, International Relations).
A Bachelor's Degree in Project Management, Business Administration or related field (Logistics, Emergency Management, International Relations) with two additional years of experience, will be accepted in lieu of the master's degree.
At least 5 years of relevant and progressive professional experience, specifically in the field of project management and operations management with focus on monitoring, reporting, development and coordination.
Experience and demonstrated knowledge of UN rules and procedures in procurement, finance, HR management and administrative rules and regulations will be an advantage.
Fluency in written and oral English is required.
Contract type, level and duration
Contract type: International Individual Contact Agreement
Contract level: IICA-2
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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