Natonal Project Support Officer
Freetown (Sierra Leone)
Background Information - Job-specific
UNOPS established its Sierra Leone Office under Ghana Operations Hub (GHOH) in 2014 at the height of the Ebola crisis. UNOPS Sierra Leone office oversees a diverse set of projects/programme that includes projects such as, Rural Renewable Energy Programme (RREP) is a first of its kind in scale and scope in Sierra Leone and regionally in Sub-Saharan Africa funded by DFID, Slope Stabilization, Remediation and Rehabilitation Works of the Freetown Emergency Recovery Project funded by Government of Sierra Leone and World Bank, and as well as other related infrastructure multi-donor funded projects such as European Union and Irish Aid.
UNOPS Sierra Leone is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on projects and programmes in the infrastructure, governance, procurement, and subsequently is looking for qualified and committed experts.Under the overall oversight of the Head of Programme, and reporting the assigned Project Manager (s), the Project Support Officer (PSO) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. He/she will be responsible for monitoring specific administrative and financial transactions, preparing and updating financial reports, providing information and bringing to attention issues related to the project’s support operations.
- Project Implementation
- Financial and procurement management
- Project Monitoring and Reporting
- Coordination and liaison
- Knowledge management and innovation
- Operational and logistical support
- Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to 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 FRR; 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
- 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;
- Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager
- Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
- 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.
- Prepare the project’s operational and financial completion requirements – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, personnel separation, among others.
- 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
- 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:
i. Project Document Archive
ii. Procurement, HR and Finance files as required by OI.LG.2018.03
- Manage the compilation, consolidation and analysis of relevant data of the mission.
- Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
• Proactively coordinate/liaise with support units on all administrative matters related to contract management
• Liaise with UNOPS support service offices for project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services and assets management.
• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.
5. 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.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
6. Operational and Logistic Support:
• Support development and maintenance of ERP (Enterprise Resource Planning) based management information systems to ensure real time tracking and asset management under the project activities.
• 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.
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Sierra Leone 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.
Impact of Results
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 combination of Bachelors Degree with additional two (2) years of relevant work experience may be accepted in lieu of the advance degree.Technical/Professional Diploma with additional four (4) years relevant experience may be considered
A minimum of five (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 is required.
Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset.
Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
Knowledge of UNOPS/UN rules and regulations preferred.
Prior experience in multi-stage reporting and project support is desirable.Proficient in the use of computers and office software packages (MS Word, Excel and PowerPoint) and experience in handling web-based management systems
Full knowledge of the working language English is required
Knowledge of another official UNOPS language is an asset
Prince 2 Foundation Certification is an asset
|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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)|
|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.|
Contract type, level and duration
Contract type: Local Individual Contract Agreement (LICA) Contract level: LICA 10 /ICS 10
Contract duration: Ongoing ICA- Open-ended, subject to satisfactory performance and funding availability.
For more details about the ICA contractual modality, please follow this link:
- This is a local position, therefore only Nationals of the duty station or applicants who are legally entitled to be employed in the duty station will be considered.
- 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.
- Freetown is a Family Duty Station.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- 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.
Background Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.