Project Management Support – Senior Associate

UNOPS is undertaking a three-year project (Local Infrastructure in Rural Anbar LIRA) that aims to improve basic living conditions for returnees in the liberated rural areas of Al-Anbar governorate and Sinjar through the rehabilitation of up to 2,000 housing units and restoration of decentralized Services. The decentralized services component will entail the provision of solar street lighting, the rehabilitation of selected community roads, and of water and sanitation networks and/or stations. When feasible, the rehabilitated housing units will be connected to the restored decentralized services taking into consideration the whole neighbourhood. The rehabilitation of housing and basic services will be guided by a needs-based approach

Job-Specific Information

In order to efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS project is in need of an experienced Project Management Support Senior Associate. The incumbent  will work under the direct supervision of the Senior Project Manager for the LIRA Project in Iraq.

• i. Electronic Blue File. Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping. ii. Upload on oneUNOPS (ERP), oneUNOPSprojects engagement and project level files when required. iii) Ensure compliance with financial rules and regulations, procurement, HR and other support services guidelines and procedures of the organization.                                  
• 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;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Take minutes of project-related meetings and follow up on action points. 

• Support the Senior Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
• Maintain project tracking sheet  and alert the Senior Project Manager on project end date and reporting requirements of projects. 
• Support the implementation teams with preparation of contractors’ invoices and related processes.
• Monitor and record best practices and innovative approaches within UNOPS FRR; identify and show alternative options according to activity needs.
• In consultation with the relevant stakeholders, assist the Senior Project Manager in preparing amendments of Agreements and Budget revisions when applicable.
• Facilitate information flows and support in managing risk registers and issues.
• Support the documentation of lessons learned and best practices.
• Assist the project planning process in the areas of administrative and support services such as procurement planning, human resources planning, financial forecasting etc.
• In consultation with Senior Project Manager, follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests when applicable. 

• Review input of financial information, expenditures etc. in oneUNOPS;
• Support development and maintenance of oneUNOPS based 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
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
•  Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
• Supports the 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;
• Supports the organization of induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Support and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and reports according to UNOPS document management guidelines;

• Supports the preparation of detailed project budget forecasts and periodic financial reports, including data collection, and drafting of financial summaries when needed, or requested .
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action;
• Upon instruction of the project manager, undertake field missions as required 
• Coordinate with the internal procurement and logistic team on all transport, inventory, Assets and procurement issues in for direct support of the project and in support of Project Management Team.
• Manage the travel plan of the Project Team, manage travel booking, and coordinate with the Admin Team for DSA and other related requirements for travel.
• Establish and monitor an internal control system for all administrative actions.

• In consultation with Senior Project Manager, support the compilation of lessons learned as per defined reporting format and monitor its implementation.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Support that local capacities are built at every level and opportunity for Project Support.
• Maintain records of project files and activity reports in hard and soft copy.

The Project Management Support Senior Associate directly impacts on achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies. 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.

•  Completion of secondary school is required

• A bachelor's degree is desirable, preferably in Finance or Accounting, Project Management, Business Administration, Management, or a related field is preferred and would be an asset and may substitute for some of the required years of experience.

• PRINCE2® certification is an asset.

Experience

• A minimum of seven (7) years of relevant and progressive professional experience, preferably in the field of Administration and Financial Management with focus on accounting, budget preparation, monitoring, recording, reporting, and coordination is required. BA with three (3) years of relevant experience is desirable.

• Experience working with the Google Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is an asset.

• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

• Proficiency in written and oral English and Arabic is required.