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Project Management Support - Associate

Delhi

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Delhi
  • Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
  • Occupational Groups:
    • Banking and Finance
    • Procurement
    • Administration
    • Project and Programme Management
  • Closing Date: Closed

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
The incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Under the overall guidance and supervision of the Head WASH Program-India, the incumbent performs in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Project Management Support Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. She/he directly impacts on achievement of project results by assisting the Project Manager 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

1. Project Monitoring and Reporting
  • Support the Project Support Officer in maintaining the following:
  1. Electronic Blue File,
  2. Upload on oneUNOPS (ERP) engagement and project level files
  3. 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 oneUNOPS 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
  • 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.
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;
  • Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
3. Operational and Logistic Support
  • Review input of financial information, expenditures etc. in oneUNOPS;
  • Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management under the project activities;
  • Liaise with the Finance Unit to process and monitor all payment requests within the Project
  •  Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
  • Supports the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars,etc.), with expert and/or client support as required;
  • Supports the organization of induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
  • Support and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
  • Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings;
  • Maintain records of project files and reports according to UNOPS document management guidelines; Supports the preparation of budget forecast and periodic financial reports as requested;
  • Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
  • Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
  • Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action;
  • Upon instruction of the project manager, undertake field missions as required Establish and monitor an internal control system for all administrative actions.
  • 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 Project Management Officer.
  • Manage the travel plan of the Procurement Portfolio Team, manage travel booking, and
  • coordinate with the Admin Team for DSA and other related requirements for travel.
4. 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 and ensure 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 effective and successful achievement of results by the Project Management Support Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/Programme. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

Education
  • High school Diploma Certificate with 6 years’ experience in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations, commerce, economics and or other relevant disciplines, or or or 
          or 
  • Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations, Commerce, Economics and or other relevant subjects with      two (2) years of relevant professional experience disciplines may be accepted.
  • A Master's Degree in relevant disciplines will be an asset but it is not a requirement. 

Certification:
  • PRINCE2® Foundation is an asset
Experience
  • A minimum of six (6) years of relevant work experience in the field of project management support with focus on monitoring, recording, reporting, and coordination in a national or international organization 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 /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.
  • Ability to meet tight deadlines and work independently without supervision is an asset.
Language Requirements and Other eligibility
  • Full working knowledge of English and Hindi is required.
  • This is a local position; therefore, only Indian nationals can apply, and the duty station is New Delhi

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.

Contract type, level and duration

Contract type: Individual Contractor Agreement
Contract level:  ICS 6/ LICA 6
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 

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.

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.
This vacancy is now closed.
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