Project Support Analyst
New York City (United States of America)
Background Information - Job-specific
The ‘Our Ocean’ Conference (OOC) Series: Initiated in 2014 by the US State Department, spearheaded by former Secretary of State John Kerry and attended by former President Barack Obama, the Our Ocean Conference series has elevated ocean issues on the global foreign policy agenda and catalyzed political will on actions to preserve global ocean health, including translating commitments into activities that have significantly enhanced the sustainability of oceans. Since 2014, a total of $18 billion USD has been pledged to support critical activities to improve the health of oceans, ensuring the provision of continued benefits for the societies, cultures and economies that depend on ocean ecosystems. Participation level at OOC has topped 1000+ over the years, and has included the presence of Heads of State, CEOs and executive representatives of global companies, heads of large philanthropic organizations, global funds, and international NGOs, as well as, members of the Royal families of Monaco, Sweden and Jordan.
Palau’s historical hosting of Our Ocean 2020: At the 4th Our Ocean Conference held in Malta and hosted by the EU, Palau became the first small island government to assume hosting duties of the OOC series. Palau joins Chile, Indonesia, the EU (Malta) and Norway as non-US hosts of the series. Palau will convene OOC 2020.
The Project Support Analyst provides project management support to the Project Manager for the successful implementation of the project.
The Project Support Analyst is responsible for supporting the Project Manager with the day-to-day implementation of the project, including monitoring of the project budget, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports.
- Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
- In coordination with the project manager, advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).
Delivery and Performance:
- Prepare and maintain 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.
- Advise the Project Manager of any deviations from the plan and update plans.
- Work with the Project Manager to identify and manage risks.
- Support the Project Manager on the delivery of assigned work packages.
- Maintain all supporting project financial documents for audit and review processes.
- Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
- 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
- Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
- 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:
ii. Procurement, HR and Finance files as required by UNOPS policies
- Manage the compilation, consolidation and analysis of relevant data of the mission
- Participate in the relevant Communities of Practice
- Contribute to expertise in tools and techniques.
- 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.
3. Monitoring and Progress Controls
- Tracking of project-plan metrics that include performance indicators on management of project team, project budget, project activities duration and project deliverables quality.
- Tracking of project issues and implementation of corrective actions.
- Tracking of project risks and implementation of risks mitigations plan.
- Managing quality of service as agreed with partner.
- Preparing timely project-related reports, including project highlight report, project plan progress report, project issues report, project risks report and project quality management report.
|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.|
- University Degree (bachelor’s degree / first level) in Project Management, Business Administration, International Relations, Finance, or other relevant discipline.
- Advance university degree (Master's degree) in any of the above mentioned areas will be considered an assest.
B. Work Experience
- Minimum 2 years of professional experience in project support and reporting is essential.
- Fluent in English (read, write, talk)
- Knowledge of the UN Small Island Developing States (SIDS) ecosystem and its main stakeholders is desirable.
Contract type, level and duration
Contract type: ICA Contract level: I-ICA 1
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
- 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.
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- 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
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- 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.
Sustainable Development Cluster (SDC)
Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.
The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.
The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.