Project Coordination Officer

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

Under the supervision of the Project Manager, the Project Coordination Officer will be responsible  but not limited to the following functions and responsibilities:

    Project Formulation and Approval

• Provide substantive inputs and assist the Project Manager in the preparation/finalization of documents for approval, including i.e. MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, project documents and detailed project budgets.
• Provide substantive support in initiating and finalization of Project LEADs for the Project.
• Review operational budget formats in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval
• Proactively coordinate and liaise with relevant teams on project amendments and budget revisions

Project Implementation

• Advise the PM on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
• Monitor project financials and advise the Project Manager accordingly;
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment);
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
• Supporting the project planning process;
• Maintenance of all supporting project financial documents for audit and review processes:
• Management of work packages within the project as and when required;
• Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.

 Coordination and Liaison

• Contract management of all contracts (Procurement, HR, Service Contracts etc.) under the   Project
• Proactively coordinate/liaise with support units on all admin matters related to contract management.
• Support the Project Manager to complete project assurance related tasks.

 Operational and Logistic Support

• In consultation with the relevant stakeholders, prepare amendments of Agreements and Budget revisions when applicable:
• Review input of financial information, expenditures etc.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Liaise with the Finance Unit to process and monitor all payment requests within the Project
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project
• 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;
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team
• Organize all 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.
• Prepare budget forecast and periodic financial reports as requested.
• 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.
• The Project Coordination Officer will act as the Deputy to the Project Manager. As such, in the absence of the Project Manager, the Project Coordination Officer will be overall responsible for the project.
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Haiti to review compliance with recognized procedures.
• Establish and monitor an internal control system for all administrative actions.
• Perform other duties as assigned by the Project Manager 

• A Master’s Degree in Business Administration, Management, Law or related field. 
• Additional years of relevant work experience in combination with a relevant bachelor’s degree may be substituted in lieu of the Master’s Degree.
• 2 years of experience in project management support and/or financial management
• 2 years of experiencia in MS Office package its required
• Experience working in a project  based environment is required
• Experience using UNOPS Financial Management Systems is a distinct advantage.
• Previous experience with UNOPS or a UN Agency is an advantage.
• PRINCE2 Foundation certification is an asset
• Excellent written and spoken English and French.

Knowledge Management and Learning

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Proven conceptual analytical and evaluative skills and ability to conduct independent research and analysis, identifying issues, formulating options and making conclusions and recommendations;
• Ability to work with minimum supervision;
• Good knowledge of administrative rules and regulations;
• Solid computer skills including proficiency in Excel. Knowledge of other software applications (such as databases) would be desirable;
• Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

• Please note that the closing date is midnight Copenhagen time or 6:00 PM Haiti 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 supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.