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Project Management Support - Associate

Juba (South Sudan)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Juba (South Sudan)
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: 2021-05-17

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Background Information - Job-specific

The EU-IGAD COVID-19 Response project aims at supporting the efforts of the Ministry of Health and immigration/border authorities to mitigate and control the spread of COVID 19 while enabling the continuity of trade and cross border movements especially movement of vulnerable populations and goods, but also humanitarian support.

Integrating screening and triage facilities in existing border services will help to ensure this continuity through the physical separation of suspected and confirmed COVID-19 cases from other patients. Such measures will enable existing border facilities to remain functional through effective triage, access control, screening, isolation and separation for treatment. 

Through this project, the Ministry of Health will benefit from the increased access to health care and socio-economic support for vulnerable groups as well as ensuring essential health services and systems are in place at the borders which are a part of the critical supply chains are safe for trade and are in line with the region’s immediate and longer-term response priorities for managing the risks of transmission.

EU-IGAD COVID-19 Response: funded by the European Union, managed by UNOPS, coordinated by IGAD and implemented by GIZ, IOM, TMEA, UNICEF and UNOPS

Under the overall guidance of the Project Manager and direct supervision of Project Support Officer, the Project Management Support - Associate directly impacts on achievement of project results by assisting the Project Manager and Project Support Officer to adhere to project management methods and strategies. 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.

Functional Responsibilities

Project Monitoring and Reporting

  • Support the Project Support Officer in maintaining the following:

    • Electronic Blue File

    • Upload on oneUNOPS (ERP) engagement and project level files                                       

    • Maintain Monthly Team work plan, monthly portfolio reports and stage plans

  • 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 on the shared drive as per the organization guideline for record keeping.

  • Enter data in oU Project (UNOPS risk, lessons and issues management tool).

  • Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons  and all other registers/logs delegated by the Project Manager.

  • Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.

  • Take minutes of regular team meeting and follow up on action points.

Project Implementation

  • Support the Project Support Officer  in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.

  • Maintain project tracking sheet  and alert the Project Support Officer on project end date and reporting requirements of projects.

  • Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs.

  • In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.

  • Facilitate information flows and support in managing risk registers and issues.

  • Support the documentation of lessons learned and best practices.

  • Assist the project planning process.

  • Prepare draft Pro Forma and client Project Agreements as per the input received from procurement team.

  • Follow up with partners on project agreement signing, information required for project closure and fund transfer requests.

Operational and Logistic Support

  • Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building trainings.

  • In consultation with the PSO, prepare amendments for Project Agreements and budget revisions when applicable.

  • Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management of multiple donor activities.

  • Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of PSO.

  • Manage the travel plan of the Project team, consultants, and other stakeholders, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel.

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.

  • Support that Local capacities are built at every level and opportunity for Project Support.

  • Maintain records of project files and activity reports in hard and soft copy.


Impact of Results

The Project Management Support - Associate directly impacts on achievement of project results by assisting the Project Manager and Project Support Officer to adhere to project management methods and strategies. 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

  • Completion of Secondary School education is required.

  • University Degree in Accounting, Project Management, Procurement, Supply Chain Management, Business Administration, Management or related field is desirable.

Experience

  • A minimum of 6 years of relevant work experience in the field of project management with focus on monitoring, recording, reporting, and coordination is required.

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

  • Experience in the usage of computers and software packages (Google Suite) and handling of web-based management systems is an asset.

Languages

  • Fluency in read, oral and written English is required

Competencies

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.
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
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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 South Sudan Nationals or persons with valid residence permits
  • This position is not based in a family duty station.

Contract type, level and duration

Contract type: ICA 

Contract level: Local ICA Support

Contract duration: 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.


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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