Project Management Support Associate United Nations at UNOPS

Project Management Support Associate United Nations at UNOPS August 2024

Functional Responsibilities:

• Project Monitoring and Reporting:
• Provide support to the overall aspects of project operations related to reporting.
• Perform
  administrative tasks related to management of project inventory,
  assets, including recording and reporting as per UNOPS rules and
  regulations.
• Support the Senior Project Manager in maintaining
  the Electronic Blue File, uploading engagement and project level files
  on OneUNOPS (ERP) and maintaining monthly team work plan, monthly
  portfolio reports and stage plans.
• Provide substantive inputs to assist the supervisor in the preparation of project reports and documents.
• Maintain
  records of project files and other supporting documents on the shared
  drive as per the UNOPS guidelines for record keeping and the KEMCO
  document management guidance.
• Monitor data quality in OneUNOPS Project related to risk, lessons and issues management tool.
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.
• Take minutes of meeting and follow up on action points as requested.
• Support in the compilation, consolidation and analysis of relevant data for the project.
• Assist the Supervisor in the preparation of project completion reports and ensure compliance with contractual obligations.
• Provide
  support with the organization of meetings; prepare minutes and
  summaries of actions to be taken, and follow-up with focal points.
• Financial and Procurement Management:
• Provide
  support with financial analysis of project budget as required and
  ensure the daily implementation of the project’s financial management as
  per UNOPS Financial Rules and Regulations and specific donor
  requirements, as required.
• 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.
• Support
  the preparation of financial reports, including developing financial
  monitoring and reporting formats as per UNOPS’ requirements.
• Support
  the project team by monitoring budgets, cash flow and reporting on
  expense obligations to ensure that deliverables are met.
• Alert
  the supervisor of any potential and actual financial shortfalls and
  over-expenditures, and propose budget revision and initiate corrective
  action when necessary.
• Support in the coordination of vendor communications, meetings, and reports as necessary on financial matters.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Operational and Logistics Support:
• Liaise
  with UNOPS Support Service Units for project-related administrative and
  operational matters such as requisitions, payments, contract
  management, recruitment of personnel, procurement of goods and services
  and assets management.
• Review input of financial information, expenditures etc. in OneUNOPS (ERP).
• 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.
• Assist the Senior Project Manager in monitoring all Human Resources (HR) requirements and related activities under the Projects.
• Support
  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.
• Support
  the organization of induction briefings to newly recruited staff and
  render support to consultants in the course of their assignment.
• Provide
  efficient support in contract management, goods contract management and
  all matters relating to successful supervision and management of
  contracts and purchase orders.
• 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.
• Support the preparation of budget forecasts and periodic financial reports as requested.
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
• Identify
  operational, administrative, financial and other bottlenecks that may
  impede project delivery and recommend solutions and take appropriate
  remedial action.
• Upon instruction of the supervisor, undertake field missions as required.
• Establish and monitor an internal control system for all administrative actions.
• Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues.
• Support
  the Project Support Assistant to manage the travel plans of the Project
  Team, manage travel booking, and coordinate with relevant colleagues
  for any travel requirements.
• Knowledge Management and Innovation:
• Support the compilation of lessons learned as per the defined reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Maintain records of project files and activity reports in hard and soft copy.

Education/Experience/Language requirements:
Education:

• Completion of Secondary Education is required.
• A
  first-level university degree (e.g. Bachelor) in Project Management,
  Public/Business Administration or other relevant field may be considered
  as a substitute for some years of working experience.

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Work Experience:

• A minimum of six (6) years of experience in project support or operations is required.
• Prior experience in UN system organizations or INGOs is desirable.

Language Requirements:

• Excellent knowledge of both written and oral English is required.
• Knowledge of Kiswahili is desirable.
• Think big. Meet challenges head-on. Help people build better lives.
• UNOPS embraces diversity and is committed to equal employment
  opportunities. Our workforce is made up of people from varied
  nationalities, cultures and races. They speak a range of languages and
  have different gender identities, sexual orientations, and abilities.
• We encourage women and candidates from underrepresented groups in UNOPS
  to apply. These include candidates from racialized and/or indigenous
  groups, members of minority gender identities and sexual orientations,
  and people with disabilities. Click apply and join us!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.

How to Apply:
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