Project Management Support Officer (re-advertisement)

Monrovia

Organization: UNOPS - United Nations Office for Project Services
Location: Monrovia
Grade: Junior level - LICA-8, Local Individual Contractors Agreement
Occupational Groups:
- Administrative support
- Project and Programme Management
Closing Date: Closed

Background Information - Job-specific

Organisational Context 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. 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 organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Local Context: The UNOPS Ghana Multicountry Office (GHMCO), located in Accra, Ghana is responsible for projects in Anglophone West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHMCO is responsible for managing strategic and operational risks engagements portfolio, developing and delivering cost-effective services contributing to partners’ sustainable results and achievement of UNOPS management results.

UNOPS has been present in Liberia for more than 15 years delivering a wide variety of projects covering numerous sectors including Health, Governance, Security, among others. After a break in 2021, UNOPS will establish its presence again in Monrovia in the first quarter of 2022 with a focus on procurement project implementation and development of further opportunities related to infrastructure, project management and procurement services.

Project Information:

With funding from the Government of Japan through the Japan Supplementary Fund, UNOPS is implementing a project to strengthen the institutional capacity of the National Disaster Management Agency (NDMA) of Liberia. The National Disaster Management Agency is responsible for developing and implementing disaster prevention, mitigation, preparedness, response and recovery efforts at the national and local levels, as well as serving as the major champion of disaster risk management initiatives, where national-level planning and sectoral agencies develop and implement national government policies and programs. This is expected to address the persistent flooding and coastal erosion in Greater Monrovia. According to the National Disaster Risk Reduction and Resilience Strategy of Liberia (2020-2030), about 1,042,655 people are at risk of flood disaster and approximately 88,242 people are most likely to be affected by coastal erosion in the Greater Monrovia area. Specifically, the project will equip NDMA with vehicles and ICT equipment to effectively implement disaster response and community sensitization activities. UNOPS will procure and deliver the goods using its procurement rules and procedures.

This project contributes to Goal 2 of the National Disaster Risk Reduction and Resilience Strategy of Liberia (2020-2030) i.e. Establish a functioning national Disaster Response and Management System. This project will be implemented over 12 months.

Functional Responsibilities

The Project Management Support Officer is supporting the Project Manager in managing the project’s resources and adhering to UNOPS’ rules and regulations in all project activities.

The Project Management Support Officer is the main focal point for the maintenance of UNOPS online documentation and systems, including Google Drive and UNOPS’ ERP (oneUNOPS).

Summary of functions:

Resource management
Procedures
Operational Support
Monitoring and reporting
Knowledge management and innovation

1. Resource Management

Support the Project Manager in the preparation of the project’s detailed budget, including monthly forecasting of expenses.
Support the Project Manager in the preparation of the Project Implementation Plan, especially for the Procurement Plan and HR plan.
Provide budget monitoring reports to the Project Manager twice a month, highlighting over and under expenditure relative to the delivery forecast.
Provide recommendations to the Project Manager for realignment in case of over or under expenditure.
Update the monthly financial forecast based on the project’s progress and inputs from the Project Team.
Support the Project Manager in the preparation of Terms of Reference or specifications to source services or goods as part of project activities.
Monitor the project cash flow and prepare disbursement requests.
Identify risks and issues related to resource management and propose management strategies to the Project Manager.

2. Procedures

Comply with all organizational policy and specifically the Project Management Manual
Monitor the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
Maintain project files and record lessons learned.
Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.
Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

3. Operational Support

Support the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations.
Support and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval.
In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.
Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings.
Coordinate project-related activities with UNOPS Support Services. Document and monitor the tasks assigned to ensure progress.
Identify operational, administrative, financial and other bottlenecks that may impede project delivery. Recommend solutions and take appropriate remedial action.

4. Monitoring and Reporting

Prepare regular or financial reports in accordance with Partner and UNOPS requirements for reporting.
Support the Project Manager to regularly review the project status, evaluating performance criteria (scope, cost, schedule and quality).
Provide routine oversight and analysis of delivery data within the dashboard system.
Support all project team members to track and regularly update milestones and targets for the duration of the projects' life span.
Support the maintenance of risk and issue registers on relevant UNOPS platforms.

5. Knowledge Management and Innovation

Actively interact with the GHMCO and wider UNOPS PM community to share lessons learned and best practices
Participate in the relevant Communities of Practice.
Research and log lessons learned throughout the project life span.
Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies

Impact of Results

The Project Management Support Officer directly impacts on the achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving 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/Experience/Language requirements

Education

University Degree (Bachelor’s Degree / First Level) in Project Management, Business Administration, Finance, International Relations, or other relevant disciplines is required.

Advanced University Degree or Master's Degree in Project Management, Business Administration, Finance, International Relations, or other relevant disciplines will be considered.

A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.

Work experience:

A minimum of 2 years of working experience in budget management, financial monitoring, operations support, reporting and/or project planning is required.
Demonstrated knowledge of UNOPS and/or UN financial rules and regulations is desired.
Advanced spreadsheet software skills (Excel, Google Sheets) are required.
Demonstrated experience working with multidisciplinary and multicultural teams is an asset.

Language:

Full working knowledge of English is required

Certifications

Certification in Project Management (PRINCE2, PMI or equivalent) is an asset.

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.

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: Local Individual Contract Agreement (LICA)
Contract level: LICA 8/ ICS 8
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

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
Monrovia is a Family Duty Station
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.

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.

Background information - AFR

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources.

AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

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