Programme Management Specialist

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.

Diversity

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.

Afghanistan
UNOPS strategy for Afghanistan is aimed at providing maximum support to the Government and people of Afghanistan though the delivery of projects and services in line with the government’s own priorities. The UNOPS Afghanistan has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFGHANISTAN is implementing a number of projects in a range of sectors including infrastructure (roads and schools) development, capacity building to various ministries, and environmental protection, among others, on behalf of the Government of Afghanistan and the donor community.

The functional objective of UNOPS Afghanistan is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Afghanistan and the donor community, where capacity building is always considered and encouraged. The aim of UNOPS Afghanistan is to provide implementation services to the Government of Afghanistan, the donor community and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.

In order to ensure sound projects and financial management of bilaterally funded projects in AFOC, and support the development of further projects in the portfolio, UNOPS is seeking qualified candidates for the position of Programme Manager, RSHQ.

Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission.  

The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements with Kabul city.  The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund and Kabul Security Force funding streams; for procurement of goods and services, contract management, maintenance of equipment(s), physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).

The UNOPS/RSHQ engagement is a complex and challenging programme which is set to expand significantly during 2020 and beyond.

Purpose and Scope of Assignment

Under the direct supervision of the RSHQ Senior Program Manager, the Programme Management Specialist provides administrative, financial and programme support to the RSHQ programme and projects. The incumbent may take routine decisions on administrative processes based on clearly established authority and guidelines. Main duties and responsibilities are the following:

Programme Implementation:

• Support the RSHQ Senior Programme Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient programme implementation and progress.
• Support the production/updating of RSHQ project initiation documents (PID), Legal Agreements and other RSHQ programme documents, and have a thorough understanding of the terms, conditions, and respective roles and responsibilities of partners/stakeholders to ensure the RSHQ programme products are capable of meeting the business cases for both AFOC and the client.
• Monitor overall RSHQ programme financials and advise the RSHQ Senior Programme 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 financial regulations and rules; identify and show alternative options according to activity needs.
• Manage information flows and oversee change controls, risk registers and issue management; document and feedback lessons learned and best practices within the programme and, in consultation with the Head of Programme (HOP), across AFOC.
• Support programme planning processes.
• Maintain all supporting programme financial documents for audit and review processes.
• Manage work packages within the RSHQ programme as and when required.  
• Assist the RSHQ Senior Programme Manager in monitoring of programme quality indicators and undertaking monthly assurance tasks on behalf of the Programme Manager.
• Supervise staff within the support team, to ensure work efficiency and quality at all times.

Financial and Procurement Management:

• Within oneUNOPS ERP, and in consultation with the AFOC Finance Manager, support the drafting of project budgets and revisions and other project-related documents.
• Maintain all supporting programme and project financial documents for audit and review processes.
• Monitor programme and project budgets and financial expenditures and all administrative procedures in line with the programme work-plan.
• Prepare operational and financial completion requirements for individual RSHQ projects, e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, and 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 and RSHQ requirements.
• Support the RSHQ Programme Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the RSHQ Senior Programme Manager or any financial shortfalls and over-expenditures.
• Propose budget revisions and initiate corrective action when necessary.
• Coordinate vendor communications, meetings, and reports as necessary

Programme and Project Monitoring and Reporting:

• Provide substantive inputs to assist the RSHQ Senior Programme Manager in the preparation of programme and project reports and documents.
• Maintain records of programme and project files and other supporting documents.
• Maintain the following records:  Quality Register, Configuration Item Records and all other registers/logs delegated by the RSHQ Senior Programme Manager.
• Support the RSHQ Senior Programme Manager in maintaining the following:
  • Project Document Archive.
  • Procurement, HR and Finance files.
• Manage the compilation, consolidation and analysis of relevant data of the Programme.
• Assist RSHQ Senior Project Managers in the preparation of project completion reports and ensure compliance with contractual obligations.

Coordination and Liaison:

• Contract management of all contracts (Procurement, HR, Service Contracts etc.) under the Programme.
• Coordinate/liaise with AFOC Support Services units on all administrative matters related to contract management.
• Liaise with the AFOC Head of Support Services for programme and 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 AFOC Programme Management Office (PMO) to complete project assurance related tasks and all related project matters.

Knowledge management

• Assist with input and update accurate data related to knowledge management and other corporate tools to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Support to UNOPS corporate reporting systems and the Global Reporting Initiative.

Results Expected

• Accurate financial data updated in oneUNOPS ERP.
• Accurate, timely and professional presentation of communications and information submitted and/or completed.
• Proactive organization of administrative duties, commitments and logistical services.
• Coordination of asset management in the programme.
• Support to knowledge management.

Education

• Advanced University Degree (Master’s or equivalent) in Business Administration, Public Administration, Economics, Political Science, Social Sciences or related field. A Bachelor’s degree combined with 2 years' additional relevant experience may be accepted in lieu of the Master’s degree.

Experience

• Minimum 5 years (7 with bachelor’s degree) of progressively responsible experience in administrative, finance or programme support to projects and programmes, of which at least 2 years in the United Nations is required.
• Experience working with international military/police is a strong asset.
• Experience in the use of financial and programme systems required in addition to excellent computer skills and advanced knowledge of Google Suite.
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

• 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
• 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.