Project Support Associate (PSA)

The UNOPS Ethiopia Office has in the recent past signed MOUs with the Federal Democratic Republic of Ethiopia Ministries and other UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. In order to efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS Ethiopia office is in need of an experienced Project Support Associate. The Project Support Associate will work under the direct supervision of the Project Support Officer in UNOPS Ethiopia Office, the portfolio is led by Procurement Projects Manager. S/he will be responsible for, but not limited to, the following functions:

Project Monitoring and Reporting

a)    Support the Project Support Officer in maintaining the following: i. Electronic Blue File,
ii. Upload on oneUNOPS (ERP) engagement and project level files                                        iii. Maintain Monthly Team work plan, monthly portfolio reports and stage plans

b)    Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents.

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

d)    Enter data in Keepsite (UNOPS risk, lessons and issues management tool)

e)     Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons  and all other registers/logs delegated by the Project Manager

f)     Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

g)    Take minutes of regular team meeting and follow up on action points

Project Implementation

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

b)    Maintain project tracking sheet  and alert the Project Support Officer on project end date and reporting requirements of projects

c)    Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs

d)    In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable

e)    Facilitate information flows and support in managing risk registers and issues

f)     Support the documentation of lessons learned and best practices

g)    Assist the project planning process

h)    Prepare draft Pro Forma and client Project Agreements as per the input received from procurement team

i)      Follow up with partners on project agreement signing, information required for project closure and fund transfer requests

 Operational and Logistic Support

a)    Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building trainings

b)    In consultation with the PSO, prepare amendments for Project Agreements and budget revisions when applicable;

c)    Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management of multiple donor activities;

d)    Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of PSO.

e)    Manage the travel plan of the Procurement Portfolio Team, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel. 

Knowledge management and innovation

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

b)    Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

c)    Support that Local capacities are built at every level and opportunity for Project Support.

d)    Maintain records of project files and activity reports in hard and soft copy.

Impact of Results

The Project Support Associate directly impacts on achievement of project results by assisting the Project Manager and Project Support Officer 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)    University Degree in Accounting, Project Management, Procurement, Supply Chain Management, Business Administration, Management, or related field. Additional 2 years of relevant work experience, preferably in combination with a relevant Diploma, may substitute for the requirement for a Bachelor Degree.

b)    Professional certifications desired

Experience

• A minimum of 2 years relevant and progressive professional experience, specifically in the field of Project Management with focus on monitoring, recording, reporting, and coordination.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

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

Certifications

• PRINCE2® Foundation is an asset

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. 

• 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.