Project Management Support Specialist (Finance & Contract Management)

Bujumbura

Organization: UNOPS - United Nations Office for Project Services
Location: Bujumbura
Grade: Mid level - IICA-2, International Individual Contractors Agreement
Occupational Groups:
- Banking and Finance
- Procurement
- Project and Programme Management
Closing Date: Closed

Job categories Project Management

Vacancy code VA/2023/B5303/26704

Level ICS-10

Department/office AFR, KEMCO, Kenya MCO

Duty station Bujumbura, Burundi

Contract type International ICA

Contract level IICA-2

Duration Open ended subject to satisfactory performance and funding availability

Application period 21-Sep-2023 to 06-Oct-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Project Management Support Specialist will perform the following duties:

Summary of functions:

Project Delivery and Performance
Financial, Procurement and Contract Management
Monitoring and reporting
Stakeholder engagement, Coordination and Liaison
Quality Assurance
Knowledge Management and Innovation
Personnel Management

1. Project Delivery and Performance

Support the Project Coordinator/Senior Project Manager to finalize the assessment and selection of suitable responsible implementing partners for the different project outputs and activities and prepare and conclude contractual agreements with each of the selected responsible partner institutions;
Support the Senior Project Manager in overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices
Support the project planning process;
Track delivery against forecasts on a regular basis to ensure the deviation is within the acceptable tolerance range

2. Financial, Procurement and Contract Management

Review all project expenditures and ensure that use of funds complies with GEF Recommended Minimum Fiduciary Standards governing use of GEF Resources, the approved budget in the PRODOC, the responsible partner institution contracts and any relevant UNOPS financial rules and procedures;
Support the development of annual project budgets and work-plans, and other operational and financial planning processes;
Keep records of project funds and expenditures and ensure all project-related financial documentation is well maintained and readily available;
Review annual project budgets and project expenditure reports from the responsible partner institutions and notify the Project Coordinator/Senior Project Manager if there are any discrepancies or issues;
Manage all payment requests from the responsible partners against the project budgets and work plans of the responsible partner institutions and the PCU, and follow-up on timely disbursements by UNEP;
Maintain data on co-financing commitments to the project using the required templates and ensure that all relevant financial data is supplied for the Mid-Term Review (MTR) and Terminal Evaluation (TE);
Assist in all procurement and manage payments to the responsible partner institutions and any service providers contracted to the PCU;
Ensure compliance with contractual obligations;
Advise the Senior Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning), oneUNOPS Projects and other relevant UNOPS systems;
Alert the Senior Project Manager on any financial shortfalls and over-expenditures.

3. Monitoring and Reporting

Provide substantive inputs to assist the Senior Project Manager in the preparation and implementation of project progress reports and other documents;
Prepare financial reports;
Provide necessary financial information as and when required for project management decisions;
Provide all necessary financial information for and coordinate the annual financial audit of the project;
Review the periodic reports from the Implementing Partners and Service Providers;
Assist the Senior Project manager in monitoring project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Project Manager, when delegated;
Maintain records of project files and ensure project documentation practice follows UNOPS and KEMCO standards;
Manage the compilation, consolidation and analysis of relevant data related to the project(s);
Assist the Senior Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

4. Stakeholder Engagement, Coordination and Liaison

Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
Pro-actively coordinate and liaise with support units on all administrative matters related to contract management
Liaise with the Programme Management Office (PMO) Team Members to project management related tasks.
Support the coordination and management of communications
Coordinate vendor communications, meetings, and reports as necessary

5. Quality Assurance

Work with internal stakeholders to ensure projects comply with UNOPS and partner requirements;
Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems;
Coordinate quality reviews and control of project management deliverables (proposals, plans, reports etc) and project’s specialist products/outputs

6. Knowledge Management and Innovation

Support the compilation of lessons learned according to the defined reporting format;
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building;
Contribute to expertise in tools and techniques in Finance and contract management;
Contribute to periodic knowledge sharing exercise for project team

7. Personnel Management

Assist in all recruitment processes and manage payments to the responsible partner institutions and any service providers contracted to the PCU;
Supervise and coordinate the work of assigned project personnel, responsible implementing partners, consultants, and sub-contractors, ensuring timing and quality of all outputs in line with the approved Project Document;
Lead and motivate the project management team, if applicable;
Contribute to the efforts in the establishment of the required behavioral expectations of team members;
Ensure that performance reviews are conducted fairly, accurately and timely for assigned supervisee(s);
Train the project team (as required) and take into account gender parity and diversity objectives.
Support the Senior Project Manager in ensuring the personnel safety and security and compliance with UNDSS standards
Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

Education/Experience/Language requirements

Education:

A Master’s degree in business administration, Accounting, Finance, Management, or related field of study is required.

A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above

Certification:

Project Management certification (Prince 2 Foundation, Prince 2 Practitioner, PMP or equivalent) will be an asset.

Experience:

At least 5 years of financial management or accounting experience is required in the financial management of large/multi-stakeholder donor-funded environmental/ sustainable development project environment.
Extensive knowledge and experience of the financial, accounting, procurement and auditing procedures of UN agencies will be an asset;
Demonstrated experience working with multidisciplinary teams will be an asset;
Familiarity with UNOPS procedures will be an asset;
Experience in Global Environment Fund (GEF) funded projects will be an asset.

Language Requirements: