Project Management Support - Senior Assistant

Harare

Organization: UNOPS - United Nations Office for Project Services
Location: Harare
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Administrative support
- Administration
- Project and Programme Management
Closing Date: Closed

Background Information - Job-specific

Background Information – Zimbabwe

UNOPS Office in Zimbabwe falls under the purview of the UNOPS KEMC (Kenya Multi-Country Office). Located in Nairobi, Kenya, the KEMC 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, Zimbabwe, and several Island states.

UNOPS manages a range of infrastructure projects in Zimbabwe in different sectors including education, health, agriculture, transport applying different implementation approaches such as labor-based and outsourced designers/contractors but always with direct supervision from UNOPS.

Following the devastation caused to life, livelihoods, and property by tropical storm Idai in March 2019, the WB has allocated up to US$ 75 million to finance a recovery project for Zimbabwe and the African Development Bank has allocated US$ 25 million. The projects address both early and mid-term recovery needs in multiple sectors (livelihoods, health, education, agriculture, transport). UNOPS manages the WB funds and has established a Project Implementation Unit (PIU) to engage multiple UN partner organizations to deliver specific components of ZIRP. UNOPS is the Implementation Agency for the AfDB project.

UNOPS is in the advanced stages of negotiations with the Ministry of Lands, Agriculture, Fisheries, Water and Rural Resettlement, Zimbabwe and IFAD to support the implementation of rehabilitation work for two irrigation schemes in Manicaland province, namely Romsley and Cashel Valley. Under this project funded by IFAD, UNOPS will be responsible for the delivery of designs and quality delivery of reconstruction of these irrigation schemes and the management, monitoring, and oversight of the project implementation.

Background Information – Job Specific

The Project Management Support - Senior Assistant reports to the Project Support Officer who provides broad supervision and guidance. The role is responsible for supporting the Project Support Officer with the day-to-day operations of the mission and coordinating mission progress and implementation. 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 mission reports. The role can often be required to work in complex and challenging environments with limited resources.

Functional Responsibilities

Under the supervision of the Project Support Officer, the Project Management Support - Senior Assistant will be responsible for the following substantive tasks:

Assist in preparation of periodic accounting records by recording receipts and disbursements (ledgers, cashbooks, vouchers, etc) and reconciling data for recurring or special reports.
When authorized, make disbursements from Petty Cash and/or Operational Advance Accounts; maintain records of these disbursements and balances accounts as required.
Assist in maintaining financial records for project or other office accounts for which responsibility is assigned. Records receipts and payments, assures accuracy of computation and completeness of documents and maintains continuing status of allotments against obligations.
Assist in calculation and payment of salaries, allowances and travel claims.
Organize movements of project staff and goods to the project sites; prepare of Travel Authorizations.
Movement of Personnel and Cargo Movement Request.
Assist project staff on renewal of visa, travel permits and police registration.
Assist in managing the project allocated vehicles and other assets with timely repair and maintenance, maximizing operational efficiencies to the project implementation.
Whenever required, raise requisitions in oneUNOPS for the project support procurement and purchasing requirements for the Project Manager’s approval.
Conducts physical inventory checks, drafting periodic inventory and asset reports.
Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Conducts and reports on surveys of office maintenance needs as well as client satisfaction
Collects information for administrative surveys in support of the organization of common services.
Assist in maintenance of Property, Plant and Equipment register and operational databases.
Organize stationeries and other consumables for the project team day to day operations.
Perform other duties to support the project team as required.

Knowledge building and knowledge sharing

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Project Support.
Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of results

The Project Management Support - Senior Assistant 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.

Core competencies

Demonstrates integrity by modeling the UN’s values and ethical standards.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Treats all people fairly without favoritism.

Functional competencies

Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
Ability to manage, organize, plan and implement work assignments
Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.

Education

Completion of Secondary Education is required.
Bachelor's degree in Business Administration, Commerce, Public Administration, or equivalent disciplines is desirable.

Experience

Minimum 5 years of relevant experience in general administrative and/or operations’ support services in national or international public or corporate organizations is required.
Experience working in financial reporting, operational transactions will be an added advantage.
Some experience in UN system organizations is desirable.
Experience in use of computers and office software packages (Google Suite) and experience in handling of web-based management systems is an asset.
Experience in use of Enterprise Resource Planning (ERP) systems is desirable.

Languages

Fluency in English is required
Fluency in one or more additional official UNOPS languages is an advantage.

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 Zimbabwean Nationals or persons with valid residence permits
The position is based in a family duty station.

Contract type, level and duration

Contract type: ICA

Contract level: Local ICA Support (LICA5/ICS5)

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.