Project Management Support Specialist

Port Moresby

Job categories Project Management, Programme Management

Vacancy code VA/2024/B5524/28992

Department/office AR, EAPMCO, Papua New Guinea

Duty station Port Moresby, Papua New Guinea

Contract type Local ICA Specialist

Contract level LICA Specialist-10

Duration Ongoing ‘Open-ended, subject to organizational requirements, availability of funds, and satisfactory performance.’

Application period 02-Oct-2024 to 16-Oct-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

1. Project implementation

Gain a thorough understanding of the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the Donor.
Provide coordination and monitoring of operational processes implemented throughout all project components
Monitor procurement, reporting and financial management processes
Ensure the progress of activities and the delivery of work packages
Coordinate with the Project Manager and communicate openly and transparently to facilitate achievement of milestones and deliverables in project implementation.
Inform the Project Manager of any deviations from the project plan and provide support to make the necessary updates
Identify and manage risks in collaboration with the Project Manager

2. Financial and procurement management

Compile data and research information for planning of financial resources/administrative budget related to the operating environment of the project
Coordinate protocol matters, ensuring efficient delivery of client services
Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan
Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that effective and efficient achievement of project objectives
Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements
Coordinate necessary meetings, information sharing and reports with suppliers

3. Monitoring and reporting

Support field activity monitoring, assisting the Project Manager in observing processes implemented throughout the project lifecycle
Oversee travel authorizations, documentation, and payments and ensure timely response and processes to support project staff.
Actively participate in the preparation of reports and governance requirements of the project
Prepare project and/or financial bi-monthly progress briefs, alongside a summary final implementation progress report, in accordance with donor and UNOPS requirements for reporting
Manage project logs and records, and maintain and file project documents and other supporting documents ensuring version control and other quality measures
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)
Provide routine oversight and analysis of delivery data within the dashboard system.

4. Stakeholder engagement

Establish solid working relationship with the project board, government and donor counterparts and community representatives.
Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and shared ownership of the project objectives
Advise the client on issues that may impact the achievement of their outcomes
Participate in stakeholder meetings as required

5. Knowledge management and innovation

Support the management of lessons learned in accordance with the chosen reporting system
Facilitate local capacity development in accordance with needs at all levels and foster opportunities for project support
Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building
Maintain and organize project information in formats that comply with confidentiality, access, good governance and organisational guidelines
Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)
Take minutes of regular team meeting and follow up on action points
Support and role model good practice in the use of tools and techniques for knowledge management

6. Personnel Management

Support the Project Manager in leading and motivating the project team
Perform duties of Officer in Charge when delegated
Ensure that behavioral expectations of team members are established
Ensure that performance reviews are conducted timely and objectively
Ensure safety and security for all personnel and comply with UNDSS standards
Ensures high-quality recording of results, performance, and services of the team and its implementing agencies

Education:

Advanced University Degree (Master’s degree) preferably in Business Administration, Economics, Project Management, International Relations or related field is required.
First level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.

Experience:

Minimum (5) years of experience in programme, project management, support service, partner liaison, business administration focused on monitoring, reporting, development and coordination is required.
Experience in managing development programmes using results-based management principles and hands-on experience in programme monitoring, evaluation and reporting for documentation of programme results and impact is an asset.
Experience in project assurance and/or compliance is required.
Demonstrated knowledge of United Nations rules and procedures in the areas of programme implementation, procurement, finance, and reporting is an asset.
Experience working on World Bank-funded projects, familiarity with their rules and regulations is an asset.
Knowledge of Google Suite applications is an asset.
Prior experience in program oversight including coordination with the relevant stakeholders is an asset.

Language Requirements:

Certificate:

This vacancy is now closed.