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Project Support Coordinator

Addis Ababa

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Addis Ababa
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
  • Closing Date: Closed

Background Information - Job-specific

The UNOPS Ethiopia Office has in the recent past signed MOUs with Government 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 Officer Coordinator. The Project Support Officer Coordinator will work under the direct supervision of the Transactional Projects Manager in UNOPS Ethiopia Office, the portfolio is led by Head of Programme. The incumbent will supervise Project Support Officer and Project Support Associate.

Functional Responsibilities

Summary of functions:

  1. Project Formulation and Approval
  2. Project Implementation
  3. Coordination and Liaison
  4. Project Closure
  5. HR Management
  6. Knowledge Management and Innovation
Project Formulation and Approval
  • Work closely with the Head of Program (HoP) and Project Managers (PM) in reviewing proposals with emphasis on support elements in accordance with UNOPS Policies and Procedures;
  • Participate in meetings and negotiations with donors and partners along with the HoP/PM or as advised by the HoP/PM;
  • Provide substantive inputs and assist the PMs in the preparation/finalization of documents for PAC approval, ie MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients,
  • Prepare project Document, Detailed Project Budget, and Scope of Work.
  • Finalize Project engagements in OneUNOPS.
  • Review operational budget formats (OneUNOPS) in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval
  • Proactively coordinate and liaise with IPAS/HQ on project acceptance, budget revisions and rephrases.

 Project Implementation

  • In Coordination with the ETOH Head of Support Services (HoSS) and the HoP advise the PM on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
  • Track activity funds availability upon the submission of requisitions. Track and advise PMs when required to revise budgets (realignment and amendment);
  • Notify PMs of 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 lessons learned and best practices to the Head of Program
  • Supporting the PM in project planning process; including providing input for the quarterly stage plan preparation and monthly procurement portfolio report.
  • Maintenance of all supporting project financial documents for audit and review processes;
  • Management of ETOH projects and/or work packages as required;
  • Continuous monitoring of the project quality indicators and monthly health check of the supported projects to the Project Manager
  • Prepare monthly forecast in OneUNOPS for all ongoing Procurement Projects
  • Prepare exception report for any deviation on forecast Vs delivery and provide input on exception report for quarterly stage plan to be prepared by PM

 Coordination and Liaison

  • Coordinate with HoSS on contract management, especially for subcontracting, ie issue of Contracts for Works and Services
  • Proactively coordinate/liaise with HoSS on all admin matters related to contract management, project acceptance, Agreements( MOU/MOA), and support business acquisition;
  • Coordinate with hub Finance Officer on project pricing related to budget for Locally/Centrally Managed Direct Cost and overhead costs allocation to projects

 Operational and Logistic Support

  • In consultation with the PM, donors and partners, prepare amendments of Agreements and Budget revisions when applicable;
  • Review input of financial information, expenditures etc inOneUNOPS.
  • Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
  • Support development and maintenance of  OneUNOPSbased management information systems to ensure real time tracking and asset management of multiple donor activities;
  • Receive and review Request for Personnel Action (RPA) forms to confirm availability of funds and verification of corresponding Certificate of Approval (CoA) prior to HoSS for final review and approval;
  • Assist the PMs in preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, design of grant funds, organization of training, seminars, etc.), with expert and/or client support as required; Coordination and participation in recruitment processes together with the Human Resources Unit, including but not limited to preparation of Interview Minutes, Request of Award, issuance of personnel contract and contract management and administration;
  • Review and amend the HR staffing plan 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;
  • Maintain records of project files and Activity reports in hard and soft copy.
  • Prepare budget forecast and periodic financial reports for the Management and donors.
  • Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
  • Alert PM on shortfalls and over expenditure of operating costs.
  • Liaise with finance and logistics/procurement cells in tracking commitments and disbursements.
  • Coordinate with the Logistic officer on all transport, inventory and procurement issues in for direct support of the project and in support of PM.
  • Provide training support to regional offices and personnel in support services to ensure compliance with FRR and procurements procedures;
  • Participate in periodic visits to the project sites, and any sub-offices to review compliance with recognized procedures.
  • Establish and monitor an internal control system.

 Project Closure

  • Assist the PMs in preparation of completion reports, clearance of ARL’s and handover of assets, with specific focus on Audit requirements to ensure the contractual obligations are fulfilled and if necessary arrange for independent project evaluations.
  • Ensure final reports and lessons learned are shared with AM’s and project staff where appropriate.
  • Review documentation for handover or disposal of assets ensuring appropriate approvals are obtained.
  • Act as Project Closure Manager for Procurement Portfolio Projects. Prepare project provision and write off requests and submit to appropriate IPAS certifiers and submission to HQCPC
  • Prepare a project expenditure reconciliation for project at final stage closure. This reconciliation should be done for all projects signed in different currency than the UNOPS reporting currency (USD).

HR Management

  • Supervise PSO and PSA under her leadership (Manage Performance Evaluation of those staff under her/his supervision
  • Coordinate and lead project support team to plan and implement tasks
  • Ensure Coordination between the Project Support team and  Procurement and Project Management  team within the Transactional Projects Unit
  • Conduct project support team regular weekly meetings and update and report to the Transactional Project Manager on status of projects
  • Identify training  needs within the project support team and plan for trainings

General Duties

  • Ensure detailed coordination between support services and in support of PM.
  • Draft project internal directives in accordance with ETOH and UNOPS rules for submission by the PMs.
  • Ensure detailed coordination between support services and ETOH support sections to ensure compliance with internal directives and procedures.
  • Attend coordination meetings when requested;
  • Coordinate and host donor and official site visits.

Education/Experience/Language requirements

Education:          A Master’s degree in in Accounting, Business Administration, Management, Finance or related field. Additional 2 years of relevant work experience, preferably in combination with a relevant Bachelor, may substitute for the requirement for a master’s degree.

Certification:      PRINCE2® Foundation/Practitioner an asset, but required completion within first 6 months of onboarding.

Experience:         A minimum of 5 years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination.

Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management.

Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Language Requirements:             Full working knowledge of English is essential.

Fluency in one or more additional official UNOPS languages is an advantage.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Knowledge Management and Learning

  • Promotes a knowledge-sharing and learning culture in the office
  • In-depth knowledge of development issues
  • Ability to advocate and provide policy advice
  • 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

  • Ability to lead strategic planning, results-based management and reporting
  • Ability to lead implementation, monitoring and evaluation of development programs and projects,
  • Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal change

 Management and Leadership

  • Focuses on impact and result for the client and responds positively to feedback
  • Leads teams effectively and shows conflict resolution skills
  • Consistently approaches work with energy and a positive, constructive attitude
  • Builds strong relationships with clients and external actors
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities

Contract type, level and duration

This is  a local position and therefore it is open to only Nationals of Ethiopia.

Contract type: Local Indivdual Contract agreement 
Contract level: LICA10
Contract duration: 1 year with possibility of extension ( Subject to satisfactory performance and funds availability)


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Background Information - UNOPS

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. 

Additional Considerations

  • 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.

This vacancy is now closed.
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