Project Management Support - Senior Associate

Project implementation

• Preparation and maintenance of project files, including internal and external project reports and documents.

• Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures.

• Coordinate assigned administrative tasks of work packages and take responsibility for progress.

• Specialised admin support with the monitoring and management of work  packages within the project as and when required.

• Coordinate and liaise with the Project Manager on the project planning process and implementation progress.Document and feedback lessons learned and best practices.

• Provide administrative support to identify and manage risks outlined by the PM. Facilitate information  flows and oversee all administrative tasks related to change controls, risk registers and issue management.

• In consultation with the relevant stakeholders, manage the administration of amendments of Agreements and Budget revisions.

Project monitoring and reporting

• Provide administrative inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures.

• In charge of maintaining all administrative  records of project files and other supporting documents.

• Specialised admin support for: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager.

• Administration of:

i. Project Document records,

ii. Procurement, HR and Finance files as required by UNOPS policies

• Assist the Project Manager in the preparation of project completion reports and ensure compliance with all administrative processes and procedures.

Coordination and liaison

• Coordinates the administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations.

• Proactively coordinate/liaise with support units on all administrative matters related to contract management.

• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

• Supports the Project Manager in communication with stakeholders and ensures stakeholders are aware of project activities, progress and exceptions.

• Coordinate administrative aspect of meetings, workshops, training, and maintain records of these meetings.

Financial and procurement management

• Support the Project Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and (OneUNOPS Projects) as appropriate.

• Administrative support with monitoring project budget and financial expenditure and all administrative procedures in line with the work-plan.

• Facilitate processing of direct payments and advance requests and prepare project budget revisions.

• Support the preparation of 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.

•  Oversee project disbursement requests with procedures, work  plans, and availability of resources for expenditure.

• Coordinate the administrative aspect of, meetings and reports as necessary.

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

Operational and logistical support

• Establish and monitor an internal control system for all administrative actions.

• Identify operational, administrative,  financial and other bottlenecks that may  impede project delivery; recommend solutions and take appropriate remedial action.

• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.

• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings.

• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.

Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format and the PMM.

• Actively contribute to building local capacities at every level and opportunity Management Support.

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Contribute to expertise in tools and techniques.

The Project Management Support - Senior Associate directly impacts on the achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving 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.