Project Management Support Specialist (Internal Candidates only)

**THIS VACANCY IS OPEN TO INTERNAL UNOPS CANDIDATES ONLY.**
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.

Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

• Infrastructure

• Procurement 

• Project Management (full service, back on track)

• HR and Transactional Services

• Grants Management 

• Technical and Advisory Services

• Project Information

Job Specific

Under the direct supervision of the AUMCO Head of Programme, and in collaboration with the AUMCO management team and relevant units such as the PMO, the Project Management Support Specialist will help ensure the effective management and delivery of AUMCO’s portfolio in line with the relevant project agreements and documents, as well as UNOPS’ project management standards. This will include: 

1. Programme/project development, planning and coordination

• Stay abreast of the context and developments within the ECR region, as well as relating to global/inter-regional environment and climate change, including in terms of cross-cutting issues such as gender, diversity and sustainability, as well as financial/grants management, to identify business opportunities, and support the design and delivery of the relevant programmes/projects.

• Contribute to and support the development and articulation of the MCO programme management, delivery and monitoring strategies and approaches, as well as the appropriate project documents and agreements. 

• Ensure that the proposed projects, as well as their documents, results frameworks, initiation plans, work plans, etc. are developed and planned effectively, in line with UNOPS’ mandate and ECR/AUMCO strategy. 

• Coordinate and collaborate with relevant stakeholders within the MCO and HQ, to ensure aligned and coherent programme and project planning and implementation processes.

• Coordinate the identification, design, and formulation of activities to meet programme and project objectives.

• Draft and/or review donor agreements and other project documents required for the signature and implementation of new projects.

• Ensure that the projects are managed and delivered in line with UNOPS rules and regulations (including the Project Management Manual), as well as system (oneUNOPS and oneUNOPS-Projects) requirements.

2. Programme/project management and delivery support

• Analyze project agreements and documents, and develop and implement inception, work and monitoring plans to ensure effective delivery and implementation in consultation with the MCO HoP, PE and other relevant stakeholders, including through the provision of hands-on guidance, capacity development and support to the relevant Project Managers and teams.

• Serve as the Project Manager where and as assigned, particularly for projects that are limited in size and scope, as well as those being operationalized or closed out, and ensure their delivery as per the respective project agreements/documents and UNOPS’ project management standards, under the guidance of the MCO HoP, respective PE and Project Steering Committee/Board.

• Ensure that projects, as well as their outputs and activities, are delivered in line with their agreed scope, time and cost through effective planning, management and monitoring support.

• Assist the MCO HoP and management with effective programme/project planning in line with the respective project agreements/documents, including reviewing, improving, finalizing, managing and monitoring the respective project/work plans, as well as procurement, HR, grants and financial management plans, documents (such as ToRs) and processes (recruitments, solicitations, awarding of contracts, etc.). 

• Review implementing partners’ documents and reports to ensure compliance to project requirements and UN/UNOPS standards.

• Track programme/projects’ progress and results against plans and targets (including scope, time and cost), and alert MCO HoP and management on issues, risks and lessons learned, alongside the appropriate action plans to proactively take remedial actions and/or manage the relevant risks.

• Under AUMCO HoP’s guidance, take action to reconcile deviations from programme/project plans, including where revisions of legal agreements and relevant budgets are required.

• Coordinate and facilitate sharing of information between programme/project teams, donors, HQ, etc. 

• Compile data and draft high-quality reports for management purposes, including for internal and external stakeholders to support management (such as highlight reports/briefings for internal Project Board/Quality Assurance meetings, MCO or regional management meetings, Steering Committee discussions with a variety of stakeholders, as well as quarterly/annual donors and national counterparts).

• Prepare written summaries for meetings and visits, including through research, and ensure relevant team members implement follow-up actions, as appropriate.

• Help ensure that programme/project information and documentation, including deliverables, budgets, expenditures and financial forecasts, are maintained and managed in a quality manner, and as per UNOPS standards and requirements.

• Facilitate the collaboration and communications between projects, MCO PMO and the partnerships team to ensure compliance to donor requirements and legal agreements, as well as the implementation of policies, processes and methods according to internal standards.

• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

• As an OIC in the absence of the MCO Head of Programme, and carry out other relevant duties as assigned.

3. Stakeholder coordination

• Contribute to the establishment and development of relationships with UN partners, international organizations, donors, governments, implementing partners for the purposes of facilitating activities and improving the quality and relevance of programme implementation.

• Participate in, contribute to and report on the relevant stakeholder meetings, including UN/inter-agency forums where assigned. 

• As appropriate, support the management team with UN common planning and programming processes, including strategic country analysis, UNSDCF, integrated strategic frameworks, etc.

• Support the development of programme/project level stakeholder and communications management profiles, strategies and plans, where relevant, to maximize communication impact and outreach and build awareness.

• As appropriate, establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.

• Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs.

• Support the design, coordination and dissemination of public information products and communication activities as well as gather and draft content for communications products and platforms.

• Support preparations for official meetings, events, briefings, and field visits, and prepare talking points, briefing notes, presentations and speeches for the management and senior UN/UNOPS officials.

4. Knowledge management and innovation

• In collaboration with the MCO PMO where relevant, help the MCO HoP roll out the relevant standards, SOPs, tools and templates to effectively manage programme development and implementation.

• Identify, record, share and facilitate the management of programme/project-level issues, risks and lessons, including using the appropriate UNOPS systems.

• Facilitate sharing of best practices, innovative approaches and lessons learned, including through case studies and the appropriate corporate programme/project management related networks. 

• Provide onboarding support and sustained capacity development to new Project Managers and teams, as well as other relevant personnel, on a variety of topics including UNOPS Project Management Manual, oneUNOPS and oneUNOPS-Projects, MS Projects, etc.

5. People management

• As delegated, ensure the effective planning, recruitment and development of a flexible workforce with the skills and competencies needed to ensure optimum performance, and in line with UNOPS’ gender and geographical diversity considerations.

• Help MCO HoP and management lead and motivate the programme unit and relevant project teams.

• Foster a positive work environment that is respectful of all genders, and ensure that the highest standards of conduct are observed.

• Maintain a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).

• A Master’s Degree in Project Management, Business Administration, Development Studies, International Relations or related field. 
  
• A Bachelor’s Degree with two additional years of relevant experience may be accepted in lieu of a Master’s degree

• PRINCE2 or MSP Foundation and Practitioner Certifications are highly desirable.

• A minimum of at least 5 years of relevant and progressive professional experience, specifically in the development and implementation of projects, is required. At least 3 years of this must be in a Project Manager capacity.
  
• Knowledge of UNOPS’ project management rules, regulations, standards, requirements and systems, including MS Projects and oneUNOPS, is required.
  
• Experience with portfolio and/or programme management, including focus on providing hands-on facilitation and capacity development to facilitate the oversight and delivery of a variety of projects and activities simultaneously, will be considered an important asset.
  
• Experience working in the ECR region and/or with projects with a global/inter-regional focus will be considered an advantage.

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

Contract type: Individual Contractor Agreement Contract level: I-ICA2 - ISC10
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• 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.

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
peace and 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 5,000 UNOPS personnel and approximately 7,400 personnel recruited on
behalf of our partners, spread across 80 countries, our workforce represents a range of
nationalities and cultures. We promote a balanced and diverse labour force — a
strength that helps us better understand and address our partners’ needs. We
continually strive to improve our gender balance through initiatives and policies that
encourage the recruitment of qualified female candidates.

Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and
personal demands.