Project Management Support Officer (internal candidates only)

Under the overall supervision of Project Managers, the Project Management Support Officer will be responsible for the following tasks:

• Project implementation

• Financial and procurement management

• Project monitoring and reporting

• Stakeholder management, coordination and liaison

• Knowledge management and innovation

• Operational and Logistical Support

1. Project Implementation

• Support Project Managers 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 Managers accordingly.

• Track expenditure and take relevant action when required to revise budgets (realignment and amendment).

• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices.

• Provide overall coordination and financial management of the project activity. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented.

• Identify operational, administrative, financial and other bottlenecks that may impede project delivery, recommend solutions and take appropriate remedial action in consultation with the Project Managers.

• Assist the Project Managers in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Managers.

• Supervise each UNOPS Admin Assistant for finance, budgeting and organizing the events. This will include developing standardized systems, procedures and formats that can be used by each Admin Assistant to organize the logistics and reporting (i.e. invitations, venue, registrations, transport, accommodation, meals, evaluations, finance reports and records etc. as needed).

2. Financial and Procurement Management

• Maintain all supporting project financial documents for audit and review processes.

• 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.

• Support the Project Managers by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

• Contribute to reporting obligations defined in the Legal Agreement(s).

• Take part in bid evaluations, if appointed to the evaluation team; coordinate vendor communications, meetings, and reports as necessary.

3. Project monitoring and reporting

• Maintain records of project files and other supporting documents.

• Establish and maintain a consolidated performance monitoring system for operational support activities.

• Ensure data is regularly inputted and updated, is accurate, and the information can be used to facilitate monitoring and evaluation of project operations.

4. Stakeholder management, coordination and liaison

• Organize project and stakeholder meetings in coordination with the Project Managers as and when necessary, and maintain records of these meetings.

• Coordinate stakeholders engagement and communication while ensuring that the stakeholders are aware of the progress of the activities, any deviations on the budget as well as leading the negotiations for effective changes.

5. Knowledge management and Innovation

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.

• Actively support the compilation of issues, risks and lessons learned.

• Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.

• Sound contributions to knowledge networks and communities of practice.

• 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.

6. Operational and Logistical Support

• In consultation with the relevant stakeholders, provide operational oversight and guidance when preparing amendments of Agreements and Budget revisions when applicable.

• Review input of financial information, expenditures etc in OneUNOPS.

• Support implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results;

• Full compliance with UNOPS rules and regulations of programme/project management, financial processes, financial records and reports and audit follow up, human resources management, procurement processes and implementation of the effective internal control framework.

• Maintain records of project files and Activity reports in hard and soft copy.

• 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.

• Coordinate and motivate the operational support delivery team.

• Prepare budget forecasts and periodic financial reports as requested.

And carry out other project support related tasks and duties, as and when needed.

Impact of Results

The Project Management Support Officer directly impacts on the achievement of project results by assisting the Project Managers to adhere to project management methods and strategies, reduce risks, cut costs and improve quality and 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.