Project Management Support Associate

1. Project monitoring and reporting

2. Project implementation

3. Operational and administrative support

4. Knowledge management and innovation

• With guidance from the Project Manager, prepare monthly invoices and coordinate with the Finance Team for issuance of Interim Financial Reports in line with reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.

• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.

• Enter data in OneUNOPS, partners reporting requirements and update regularly.

• Support on the compilation, consolidation and approval  of supplier  deliverables  and project  plans.

• Support in drafting project communications and correspondence as needed (emails, ad hoc reports, check lists etc).

• Monitor supplier’s performance and ensure its compliance with UNOPS rules and regulations and quality standards. 

• Conduct quality checks with the suppliers, and ensure their submission of the required documents (weekly reports, Inspection Requests, Health and Safety Inspection forms, updated programs, and material submittals). 

• Ensure supplier’s compliance with UNOPS health and safety, and PSEA standards. 

• Take minutes of regular partner meetings and follow up on action points. 

2. Project Implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.

• Support the monitoring of the project finances (delivery, expenses, cash & budget balance), and the management of the project financial reports and submissions. 

• Maintain project tracking sheet  and alert the Project Manager on project end date and reporting requirements of projects. 

• 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 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.

• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests. 

3. Operational and administrative support

• Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building training. 

• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking of multiple donor activities.

• Liaise with any external partners, as well as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities.

4. Knowledge management and innovation

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

• 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.

Impact of Results

The Project Management Support Associate directly impacts on achievement of project results by assisting the 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

Education

• A secondary school certification is required.

• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, Engineering or related field may be considered as a substitute for 4 years of qualifying work experience.

• A relevant professional or technical diploma may be considered as a substitute for 2 years of qualifying work experience 

• PMP & PRINCE2® certification is an asset.

Experience

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Management with focus on supplier performance monitoring, documentation , reporting, and coordination is required with secondary school certification. 

• 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, Engineering, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

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