ICT Project Support Officer

The Field Technology Service (FTS) is the operational hub for the support and delivery of ICT services and solutions to satisfy the requirements of the Departments of Peacekeeping Operations and Field Support (DPKO/DFS) missions. DFS has implemented a range of systems to address the principal requirements of peacekeeping operations and to support and enhance the processes DFS undertakes. Within FTS, the Administration and Programme Management Unit provides cross-cutting support to the Service area, including contract and administrative management; programme management; ICT resource management; budget planning, implementation and oversight. 

The ICT Project Support Officer will provide support the Chief of Unit (Project Manager).

Under the overall supervision of the UNOPS Senior Programme Manager, the incumbent works under the direct guidance of the Chief of Unit (Project Manager) at the UN ICT Facility in Valencia, Spain and is responsible for following duties

Project implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress
• Monitor projects’ financial data and alert the Project Manager of issues and inaccuracy
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment)
• Support the project procurement activities and ensure the procurement processes are undertaken according to the procurement manual and in line with the established procedures
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify  and show alternative options according to activity needs
• Managing information flows and overseeing change controls, risk registers and issue management document and feedback learned and best practices
• Supporting the project planning process
• Maintenance of all supporting project financial documents for audit and review processes
• Assist the Project Manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager
• Coordinate communications, meetings, and reports as necessary.

Project monitoring and reporting

• Monitor project budget and financial expenditure and all administrative procedures in line with plans
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements
• Support the Project Manager by monitoring budgets, delivery forecasts, cash flow and reporting on expense obligations to ensure that deliverables are met
• Alert the Project Manager or any financial shortfalls and over-expenditures
• Propose budget revision and initiate corrective action when necessary
• In consultation with the Project Manager and relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable
• Prepare budget forecasts and periodic financial reports as requested.
• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents
• Maintain records of project files and other supporting documents
• Manage the compilation, consolidation and analysis of relevant data and present timely and good quality analysis of issues and recommendations for improvement
• Assist the Project Manager in the preparation of project completion and other reports and ensure compliance with contractual obligations

Operational and logistical support

• Support the project manager in management and tracking of contracts (both goods and services among other)
• Proactively coordinate/liaise with support units on all administrative matters related to contract management
• Conduct contract compliance and performance analysis activities in relation to contract portfolio
• Liaise with the PM to complete project assurance related tasks
• Ensure conformity of project disbursement requests with agreements, procedures, work plans, and availability of resources for expenditure
• Liaise with the Budget and Finance personnel on financial reporting and to process and monitor all payment requests
• Support organization of 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;
• 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
• Establish and monitor an internal control system for all administrative actions.

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
• Contribute to expertise in tools and techniques.
• Establish frameworks, systems and repositories of information to facilitate and streamline access to key information found in legislative documents, audit reports etc.
• Perform any other duties as assigned.

Education

• Advanced university degree (Master's degree or equivalent) in ICT, Business Administration, Finance or related field is required.  A first-level university degree in combination with an additional four (2) years qualifying experience may be accepted in lieu of the advanced university degree.
• Certification in Project Management PRINCE2 (Foundation/Practitioner) and/or PMP frameworks is an asset.

• A minimum of 2 years of progressively responsible professional experience in ICT project or contract management, ICT budget and finance, ICT administration or other related fields is required.
• Experience in an international/ multicultural organization in one or more of the above fields is desirable
• Knowledge of MS Office is required.
• Knowledge of MS Project or equivalent tool is desirable.
• Knowledge of the Department of Field Support, UN systems, applications and Staff Regulations and Financial Rules is desirable

Languages

English and French are the working languages of the UN Secretariat. For this job opening, fluency in English (both oral and written) is required; knowledge of another UN official language is desirable.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS mission is to help people build better lives and countries achieve sustainable development.

UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

UNOPS vision is a world where people can live full lives supported by appropriate, sustainable and resilient infrastructure, and by the efficient and transparent use of public resources in procurement and project management.

With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

 ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Based in the New York, the UNOPS Development Group Cluster supports diverse partners with their peacebuilding, humanitarian and development operations. For example, within the United Nations Development Programme, the Cluster works with the Bureau for Policy and Programme Support and the Office of South-South Cooperation.

The cluster also supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations in the delivery of project management and implementation services