Project Support 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 guidance and direct supervision of the Project Manager  Hospital Maintenance , the Project Support Officer must be able to apply, with some degree of autonomy, the below duties and responsibilities of the project success criteria:

Summary of functions:

1. Project Implementation
2. Financial and procurement management
3. Stakeholder management, coordination and liaison
4. Knowledge management and innovation

Project implementation

• Preparation and maintenance of project files, including internal and external project reports.
• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures
• Manage assigned delivery of work packages and take responsibility for progress.
• Coordinate and liaise with the Project Manager on the implementation progress. 
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with Project manager to identify and manage risks.

Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the Project Manager by monitoring budgets, 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.

• Coordinate vendor communications, meetings, and reports as necessary

Project monitoring and reporting

• 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.
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
• Support the Project Manager in maintaining the following:

• Electronic Blue File,
• Procurement, HR and Finance files as required by Organizational Directive (OD) 12.
• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

• Manage the compilation, consolidation and analysis of relevant data of the mission.

Stakeholder management, coordination and liaison

• Support the coordination and management of communications.
• Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.

• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format.
• Ensure that Local capacities are built at every level and opportunity for Project Support.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Contribute to expertise in tools and techniques

The Project Support Officer directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates.  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.

• A Master’s Degree in a relevant field (e.g. Business Administration, Logistics, Emergency Management, International Relations).
• A Bachelor Degree in Business Administration, Finance, Economic, Emergency Management or related field is required with 2 additional years of relevant experience can be considered in lieu of a Master degree.
• Fluency oral and written in English and French
• Minimum 2 years of relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination is required.
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is desirable.
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

• 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.