Project Management Support - Senior Officer (Parental Leave Cover) at United Nations Office for Project Services (UNOPS)

Functional Responsibilities:

• Project Formulation and Approval
• Project Implementation
• Coordination and Liaison
• Operational and Logistic Support
• Project Formulation and Approval
• Provide substantive inputs and assist the Project Manager in the preparation/finalization of documents for approval, including i.e. MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, project documents and detailed project budgets.
• Provide substantive support in initiating and finalization of Project LEADs for the Project.
• Review operational budget formats in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval.
• Proactively coordinate and liaise with relevant teams on project amendments and budget revisions.
• Project Implementation
• Advise the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress.
• Monitor project financials and advise the Project Manager accordingly.
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment).
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs.
• Supporting the project planning process.
• Maintenance of all supporting project financial documents for audit and review processes.
• Management of work packages within the project as and when required.
• Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
• Coordination and Liaison
• Monitoring and follow-up of the correct progress and/or status of contracting processes (Procurement, HR, Service Contracts etc.) under the Project.
• Proactively coordinate/liaise with support units on all admin matters related to contract management.
• Support the Project Manager to complete project assurance related tasks.
• Operational and Logistic Support
• In consultation with the relevant stakeholders, prepare amendments of Agreements and Budget revisions when applicable.
• Review input of financial information, expenditures, etc.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Liaise with the Finance Unit to process and monitor all payment requests within the Project.
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project.
• 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.
• Providing induction briefings to newly recruited staff and rendering support to consultants in the course of their assignment.
• Supervise and review submissions for Contracts, Purchase orders, Waivers, and related documents prior to final approval.
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings.
• Maintain records of project files and Activity reports in hard and soft copy.
• Prepare budget forecasts and periodic financial reports as requested.
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
• 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.
• The Project Management Support Senior Officer will act as the Deputy to the Project Manager. As such, in the absence of the Project Manager, the Project Management Support Senior Officer will be overall responsible for the project.
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Haiti to review compliance with recognized procedures.
• Establish and monitor an internal control system for all administrative actions.

Education/Experience/Language requirements:
Education

• An advanced university degree (e.g. Masters) in Business Administration, Management Studies, Law or other relevant area is required.
• A first-level university degree (e.g. Bachelor) in Business Administration, Management Studies, Law or other relevant area with two (2) additional years of relevant work experience may be accepted in lieu of the advanced degree.

Certification

• PRINCE2 Practitioner, PMI Project Management Professional, or other internationally recognized certification is an asset.

Work Experience

• A minimum of 2 years' experience in project management support and financial management is required.
• Experience working for UNOPS is required.
• Experience using UNOPS Financial Management Systems is a distinct advantage.

Languages

• Fluency in English and intermediate French (equivalent to B2 level) is required.