By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Project Management Support Senior Officer (Grants)

Vienna

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Vienna
  • Grade: Junior level - IICA-1, International Individual Contractors Agreement
  • Occupational Groups:
    • External Relations, Partnerships and Resource mobilization
    • Project and Programme Management
    • Grant writing
  • Closing Date: 2022-11-30

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.

Background information: Water, Environment & Climate Portfolio (WEC)

The Water, Environment & Climate Portfolio (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management.
 
WEC  has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution and environmental conservation under the Paris Agreement. The WEC has also supported operations and financial management services, in Vienna, the rest of the Europe and Central Asia region (ECR) and beyond.
 
The main partners include UN agencies, bilateral agreements, and the Green Climate Fund.
Background Information: The Green Climate Fund

The Green Climate Fund (GCF) has established the Readiness and Preparatory Support Programme and Project Preparation Facility (RPSP/PPF), to assist developing countries in accessing funding from the GCF for their climate resilient and low emission transformation, and to enhance ownership of the countries’ envisaged low carbon trajectory. 

Background Information: UNOPS Grant Management Services for GCF

In 2018, GCF selected UNOPS to provide grants management support on their behalf, to Delivery Partners that wish to obtain support from the RPSP/PPF programme. UNOPS is responsible for ensuring that the individual projects are implemented in full compliance with agreed GCF and UNOPS rules and regulations. Finally, UNOPS has a financial and programmatic reporting responsibility defined in the Project Agreement as well as reporting to the GCF-UNOPS Project Board. 

As of October 2022, UNOPS is providing Grant Management Services to approximately 200 Readiness and PPF projects globally. UNOPS has established a dedicated project team (GCF Project Team) within WEC based in Vienna and in Copenhagen. 

Background Information: Project Management Support Senior Officer

The Project Management Support Senior Officer will be embedded in a dynamic team, providing grant management services to a geographic portfolio of Readiness grants. The Project Management Support Senior Officer will work closely with project delivery partners and stakeholders relating to grant management services and general financial management.  

The Project Management Support Senior Officer will also support the Project Manager, who is managing the GCF Team, in ensuring full compliance with all relevant guidelines and regulations and is responsible for ensuring that administration of grants by UNOPS are in accordance with the applicable UNOPS Regulations and Rules and Administration Instruction(s). 

Functional Responsibilities

The Project Management Support Senior Officer  will primarily be responsible for contributing to  the overall management of the engagement with GCF and the management of grants provided to the Delivery Partners of the GCF.  

The Project Management Support Senior Officer will be responsible for the contract negotiation, cover day to day management, monitoring, reporting and end with the closure of the grants, and will be liaising with a wide range of stakeholders on a daily basis.   

The overall management of the UNOPS engagement with GCF will entail tasks related to Project planning, Coordination and Governance Support; Financial Management and Monitoring and Reporting; Knowledge Management and Communication; as well as Procurement and HR. 

1. Grant Management

Setup of grants
  • Coordinate initial communication with Delivery Partners, ensuring that onboarding of new partners is adapted to the partners’ needs and is aligned with GCF guidelines.  
  • Collect, analyze and review all documents relevant to grant setup from Delivery Partners and relevant units in the Green Climate Fund. 
  • Manage preparation and submission of UNOPS internal request for grant approval. 
  • Prepare, review and finalize Grant Agreements ensuring compliance with UNOPS Grant Management Rules and Regulations and Project Management Manual. 
  • Coordinate negotiations and communication with the Delivery Partner on the Grant Agreements and project planning.
  • Manage the process for setting up  supplier profiles including banking information of the Delivery Partners in the UNOPS Enterprise Resource Planning system. 
Management of grants
  • Support administration of grants including, tracking reports, and processing payments to Delivery Partners. 
  • Review, analyze and process Requests for Change submitted by the Delivery Partners and seek approval from the supervisor.
  • Coordinate the application of M&E tools with Delivery Partners such as narrative and financial reporting templates. 
  • Assess  Interim Progress Reports, Project Completion Reports, and Financial (Audit) Reports using a project tailor made Performance Assessment Tool.
  • Collect  information on  individual grants’ performance and support the drafting of various reports  on the substantive and financial performance.
  • Manage UNOPS Internal Tracking Database for GCF Projects. 

Grant closure
  • Manage and coordinate  the grant closure process in liaison with relevant stakeholders, verifying that all grant obligations are fulfilled by the Delivery Partner.
  • Analyze and review the final financial report submitted by the Delivery Partner and process the final payment if applicable. 
  • Coordinate with the UNOPS Finance Team to ensure that financial statements are prepared and shared with the funding source as required. 

2. Project Management Support 

Project planning, Coordination and Governance Support
  • Support the overall planning, coordination and governance of the GCF project, including liaison with stakeholders, preparation of background documents and presentations on management, financial and operational matters.
  • Support the facilitation of regular meetings with the GCF, such as board meetings, bi-weekly coordination meetings, and ad-hoc meetings, ensuring efficient facilitation and follow up on actions.
  • Analyze and identify operational and financial issues, risks and challenges, and draft appropriate mitigation actions for Senior Management.

Financial Management, Monitoring and Reporting
  • Support financial management by drafting work plans, budgets, financial reports and ad-hoc updates on cash-flow status. 
  • Set up project/grant agreements and budgets in the ERP system and monitor project budgets, support the preparation of due budget revisions in consultation with the supervisor and Finance Unit, as well as the relevant project counterparts.
  • Monitor implementation of grants and proactively highlight activities that are at risk of getting delayed for internal UNOPS discussion and decision on further action.  
  • Support the development and facilitation of annual Delivery Partner surveys measuring satisfaction levels on grant management services provided by UNOPS. 

Knowledge Management and Communication
  • Undertake training opportunities to be able to provide contributions on the relevant tools, approaches and procedures, and ensure effective project implementation.
  • Compile lessons learned and best practices, and share knowledge and best practices within the project team and other relevant fora.
  • Develop internal and external communication protocols. 

Procurement and HR
  • Support  procurement processes related to procurement of services and goods.
  • Support HR processes such as recruitment of new staff members. 
  • Support the administration of reporting requirements within UNOPS as well as to the Green Climate Fund. 
  • Coordinate with relevant colleagues in the ECR and WEC teams to seek guidance on operational processes and procedures.
  • Perform other related duties and tasks as needed.

Education/Experience/Language requirements

Education: 
  • Advanced university degree (master's degree or equivalent) preferably in public administration, business, economics, international affairs, development studies, environmental science, political science, or related areas.
  • First level university degree combined with 2 years of relevant experience may be accepted in lieu of the education requirements outlined above.

Experience
  • Minimum 2 years of experience (or more depending on academic credentials) in project, grant and/or fund management is required.
  • Experience with stakeholder and partner management, including interacting with government officials and/or donors is desirable.
  • Past professional work experience with UN/UNOPS is desirable.
Language Requirements
  • Fluency in English is required.
  • Knowledge of other UN languages, particularly French and Spanish, could be an advantage.

Contract type, level and duration

Contract type: ICA Contract level: I-ICA 1
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 

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.

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.
  • UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
  • 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.  
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • 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.

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.
Apply