HR, ADMINISTRATION AND PROJECT MANAGEMENT SUPPORT

Our client operates in a complex field environment involving geographically dispersed personnel, contractors, service providers, operational facilities, infrastructure and multiple projects and initiatives.

Effective human resources administration, administrative coordination, contractor management, project planning and monitoring, budget and resource coordination, procurement support, performance reporting and stakeholder engagement are essential to maintaining operational continuity and supporting organizational priorities.

The HR, Administration and Project Management Support Contractor will provide integrated professional support across these functions, working closely with management and relevant human resources, finance, procurement, supply chain, technical, operational and administrative offices.

The position is intended to strengthen coordination, monitoring, analysis and management reporting while functional and technical accountability remains with the respective offices responsible.

To provide professional support in human resources administration, general administration, contractor management, project and portfolio management, budget and resource coordination, procurement support and operational performance monitoring.

The assignment will support effective workforce administration, project execution, business continuity, operational efficiency, compliance and evidence-based management decision-making.

This position does not require reporting.

KEY DUTIES AND RESPONSIBILITIES

A. HUMAN RESOURCES MANAGEMENT SUPPORT

•             Support personnel and workforce administration, including attendance, leave and personnel-status monitoring.

•             Monitor contract expirations, extensions, onboarding, deployment and separation requirements.

•             Support recruitment, selection and personnel-action processes.

•             Coordinate personnel and administrative requirements with Human Resources, managers and personnel.

•             Maintain accurate and confidential personnel records and administrative documentation.

•             Support workforce planning, staffing reviews and organizational reporting.

•             Develop and maintain staffing trackers, workforce dashboards and personnel reports.

•             Support staff communication, welfare and engagement activities.

•             Monitor compliance with applicable human resources and administrative procedures.

•             Provide administrative guidance and follow-up regarding personnel-related requirements.

B. ADMINISTRATIVE MANAGEMENT SUPPORT

•             Coordinate administrative correspondence, official communications and documentation.

•             Prepare management reports, briefing notes, presentations, executive summaries and other administrative materials.

•             Maintain administrative records, trackers and information-management systems.

•             Monitor management decisions, action items and pending administrative requirements.

•             Coordinate administrative matters with relevant organizational and support offices.

•             Support internal coordination meetings, management reviews and planning activities.

•             Support implementation of organizational policies, procedures and management decisions.

•             Support audit, compliance and corrective-action requirements.

•             Identify administrative process gaps and support implementation of appropriate improvements.

•             Support business continuity and administrative planning requirements.

C. CONTRACTOR AND FINANCIAL COORDINATION

•             Support administration and monitoring of contractor personnel, contracted services and related requirements.

•             Maintain contractor records and monitor deliverables, performance requirements and contract milestones.

•             Track contract renewals and related administrative actions.

•             Support verification, processing and tracking of contractor invoices and payments.

•             Assist with reconciliation of contractor-related financial and administrative records.

•             Coordinate contractor-related requirements with FTS Budget, Asset and Finance team, FTS technical teams and other responsible offices.

•             Monitor service-delivery obligations and contract-compliance requirements.

•             Support contractor performance reviews and management reporting.

•             Maintain contractor and financial trackers and identify outstanding actions requiring follow-up.

D. PROJECT AND PORTFOLIO MANAGEMENT SUPPORT

a.           Project Portfolio Management

•             Support the planning, coordination and monitoring of multiple concurrent projects and organizational initiatives.

•             Maintain consolidated visibility of project objectives, implementation status, schedules, milestones, deliverables, resources, risks and dependencies.

•             Support development of project implementation plans and reporting frameworks.

•             Monitor project progress and identify implementation delays, constraints and emerging issues.

•             Support prioritization of projects and initiatives based on organizational objectives, operational requirements, available resources and implementation readiness.

•             Consolidate project information to support portfolio-level management oversight and decision-making.

•             Maintain project governance documentation, performance information and supporting records.

b.            Project Planning and Coordination

•             Support development and consolidation of project plans, implementation schedules, milestones and deliverables.

•             Coordinate project requirements across relevant organizational units.

•             Facilitate coordination among operational and technical teams, contractors, vendors, service providers and other stakeholders.

•             Monitor implementation schedules and follow up outstanding project actions.

•             Identify and escalate project risks, issues, dependencies and resource constraints when required.

•             Support project boards, steering committees, management reviews and coordination meetings.

•             Maintain action trackers and follow up implementation of agreed decisions.

c.            Procurement and Acquisition Support

•             Consolidate project procurement and acquisition requirements in coordination with responsible units.

•             Support acquisition planning associated with project implementation.

•             Assist with preparation, review and follow-up of project-related procurement documentation.

•             Coordinate procurement requirements with technical teams, Procurement, Finance, Supply Chain and other relevant functions.

•             Support contractor and vendor engagement associated with project implementation.

•             Monitor procurement actions affecting project schedules and delivery requirements.

d.           Budget and Resource Coordination

•             Support project budget planning, forecasting and expenditure monitoring.

•             Monitor project funding utilization and relevant financial-performance information.

•             Support resource planning and prioritization.

•             Assist in preparation and consolidation of project budget and funding requirements.

•             Monitor significant budget, funding and resource issues affecting project implementation.

•             Prepare relevant budget and resource information supporting management decision-making.

e.            Project Monitoring and Reporting

•             Develop and maintain project and portfolio dashboards, trackers and reporting tools.

•             Prepare periodic project and portfolio status reports.

•             Monitor project KPIs, milestones, deliverables and performance indicators.

•             Maintain risk, issue, action, decision, dependency and lessons-learned registers.

•             Monitor corrective and management actions affecting project implementation.

•             Identify trends, performance gaps and implementation issues.

•             Prepare management briefings, executive summaries and analytical reports supporting project oversight and decision-making.

E. OPERATIONAL DATA ANALYSIS AND REPORTING

•             Consolidate operational and performance information from relevant organizational units and information systems.

•             Analyze operational data to identify trends, risks, issues, resource constraints and performance gaps.

•             Develop and maintain dashboards, analytical reports and management information products.

•             Support data validation, reconciliation and reporting consistency.

•             Prepare specialized operational and infrastructure-management reports, including Field Remote Infrastructure Management (FRIM) reports where applicable.

•             Use relevant enterprise, business-intelligence and reporting systems to support performance monitoring and management reporting.

•             Translate operational and project data into actionable management information supporting planning, prioritization and decision-making.

F. STAKEHOLDER COORDINATION

•             Coordinate engagement among management, organizational units, technical and operational teams, contractors, vendors, service providers and other stakeholders.

•             Facilitate communication and information flow across project and operational teams.

•             Support stakeholder meetings, project-governance forums and management reviews.

•             Maintain stakeholder, communication and action-tracking mechanisms where required.

•             Support resolution and escalation of cross-functional issues affecting operations or project implementation.

G. BUSINESS PROCESS IMPROVEMENT AND CONTINUITY

•             Analyze administrative, human resources, contractor-management, project and operational processes and identify opportunities for improvement.

•             Identify process gaps, duplication, bottlenecks and opportunities for standardization or automation.

•             Support development and implementation of improved workflows, reporting mechanisms, templates and management tools.

•             Promote good practices in administration, project management, operational governance and information management.

•             Support business continuity, operational resilience and succession-planning initiatives.

•             Contribute to risk identification, mitigation planning and monitoring of continuity-related actions.

•             Support organizational learning and continuous-improvement initiatives.

                EXPECTED DELIVERABLES

The contractor is expected to contribute to:

•             Effective human resources and workforce administration.

•             Timely and accurate administrative coordination and management support.

•             Accurate tracking and reconciliation of contractor payments and administrative actions.

•             Comprehensive mission-wide project portfolio tracking and reporting.

•             Risk, issue, and performance management dashboards.

•             Project implementation monitoring and governance support.

•             Executive reports supporting management decision-making.

•             Improved administrative, project-management and operational processes.

•             Strengthened business continuity, compliance, and operational efficiency.

TECHNICAL COMPETENCIES

•             Project and Portfolio Management

•             Project Planning, Monitoring and Reporting 

•             Human Resources and Administrative Management 

•             Contractor and Vendor Management 

•             Budget and Resource Planning and Monitoring 

•             Procurement and Acquisition Coordination 

•             Risk Management 

•             Stakeholder Coordination 

•             Business Process Improvement 

•             Operational and Performance Monitoring 

•             Data Analysis and Management Reporting 

•             Dashboard Development and Performance Reporting 

•             Enterprise Resource Planning (ERP) Systems 

•             Business Intelligence and Data Visualization Tools 

•             Office Productivity and Collaboration Tools 

•             Knowledge of recognized project management methodologies and practices

This role does not require Team Management.

The assignment requires a unique combination of human resources administration, contractor management, financial coordination, and mission-wide project management expertise. The contractor will support the management of sensitive personnel matters, contractor oversight, budget coordination, and the governance of complex ICT and infrastructure projects across MONUSCO. The role provides critical support to the Chief FTS and fills a significant operational gap created by the loss of dedicated international-level HR and administrative management capacity while strengthening project execution and oversight across the Section.