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Project Management Support - Specialist

Maputo (Mozambique)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Maputo (Mozambique)
  • Grade: LICA-10, Local Individual Contractors Agreement - Mid level
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: 2021-05-16

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Background Information - Job-specific

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique. 

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique. 
Mozambique is recovering very slowly from the effects of Cyclone Idai and Kenneth which struck in quick succession in 2019. The country is in pursuit of peace between the Government and RENAMO - a process supported by UNOPS. At the same time, the North of Mozambique is experiencing an insurgency that has made thousands homeless and is already spilling into Tanzania. 

UNOPS is preparing for quick mobilization in Mozambique and therefore multiple positions are being advertised to enable rapid deployment and response to this emergency. 
Under the direct supervision of the Project Manager,  the Project Management Support- Specialist, will be responsible for supporting the Project Manager with the day-to-day operations and implementation of the projects under the Office. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of project reports. 

Functional Responsibilities

Summary of functions
  1. Project Implementation
  2. Financial and procurement management
  3. Stakeholder management, coordination and liaison
  4. Knowledge management and innovation
  5. Development and Planning
Project Implementation
  • Preparation and maintenance of 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
  • Manage assigned delivery of work packages and take responsibility for progress.
  • Coordinate and liaise with the Project Manager on the implementation progress. 
  • Advise the Project Manager of any deviations from the plan and update plans.
  • Work with the Project manager to identify and manage risks.

2. Financial and procurement management

  • 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.

  • 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

  • Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.

  • Establishment of shortlist of suitable contractors/suppliers/IPs, and the preparation and issue of local tenders/calls for proposal. Evaluation of bids or proposals received and of recommendations for contract awards.

  • In consultation with relevant colleague, review, administer and issue contracts, grants agreements, agreements/amendments.


Project monitoring and reporting
  • 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. Electronic Blue File,
          ii. Procurement, HR and Finance files as required by Organizational Directive (OD) 12.
  • 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.
3. Stakeholder management, coordination and liaison
  • Support the coordination and management of communications.
  • Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
  • Participate in meetings with UN agencies, NGO’s and other Stakeholders as required
4. Knowledge management and innovation
  • Support the compilation of lessons learned as per defined reporting format. Ensure that Local capacities are built at every level and opportunity for Project Support.
  • Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
  • Contribute to expertise in tools and techniques

5. Development and Planning

  • In conjunction with the Project team, provides appropriate levels of programmatic management and administrative support to the Project Manager regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

  • Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.

  • Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners.

  • Develops and establishes resource tracking systems for use within the Project, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.

  • Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager.

Impact of Results

The Project Management Support -Specialist 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.

Education

  • A Master’s Degree in Project Management, Finance, Business Administration or related field (e.g. International Relations) is required;
  • 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.

Experience

  • A minimum of at least 5 years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects is required;
  • Previous experience of working within a Complex programme environment will be an asset;
  • Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools will be an asset;
  • Strong experience with data analysis, management reporting and project management tools and information management systems is an asset;
  • Some experience in UN system organizations is desirable;
  • PRINCE2 Practitioner Certification is highly desirable;
  • MSP certification (Foundation and/or Practitioner) will be an asset;;
  • Experience in Google Suite applications will be an asset.

Languages

  • Excellent command of English language (oral and written) is required;
  • Knowledge of Portuguese language(oral and written) is required.

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.(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.

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.
  • 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
  • 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 is a local post. As such, it is only open to Mozambique Nationals or persons with valid residence permits
  • The position is based in a family duty station.

Contract type, level and duration

Contract type: Local  Individual Contractor Agreement (LICA) Contract level: LICA Specialist- 10
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


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 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.

Kenya Multi-Country Office (KEMC)

UNOPS KEMC helps partners achieve their project goals in sectors including: governance, education, health, the environment, grant management and rural development.

UNOPS KEMC has over twenty five years of experience working in East and Southern Africa, including large scale infrastructure, project management and procurement projects. With a flexible and responsive organizational structure throughout the region, UNOPS is able to scale up rapidly, through various mechanisms - including into remote and high risk areas. This operational agility provides ‘on demand’ resources and value to partners.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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