Project Management Support Analyst (PMSA) - Specialist

Freetown

Organization: UNOPS - United Nations Office for Project Services
Location: Freetown
Grade: Junior level - LICA-8, Local Individual Contractors Agreement
Occupational Groups:
- 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.

Multi-Country Office Context: The UNOPS Ghana Multi Country 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.

Local Context UNOPS has been active in Sierra Leone since 2000 and has delivered a variety of infrastructure projects nationwide, particularly in the fields of Renewable Energy, Health and Security Infrastructure, and has implemented and procured a variety of vehicles, non-medical health related items, medical equipment, and Solar Photovoltaic systems

Under the overall guidance and supervision of the National Project Management Support Analyst, the incumbent’s primary role is to provide Project Management Support to the Sierra Leone Country Office with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well.

The functions and services of the PMS include:

Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.
Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.
Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

Position Information The primary role of the Project Management Support Analyst (PMSA) is to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting in the Project Assurance capacity.

Functional Responsibilities

He/She will be responsible for the following functions:

Summary of functions:

Development and planning
Set-up and closure
Monitoring and reporting
Stakeholder engagement
Quality assurance
Knowledge management and innovation
Personnel management

1. Development and planning

In conjunction with the PMO team, provides appropriate levels of programmatic management and administrative support to the Programme Management regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.
Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the [OC/Hub/PC].
Develops and establishes resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Sierra Leone Country Office
Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Head of Programme.

2. Set-up and closure

Facilitate the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.
Develop, track and maintain dependencies.
Liaise closely and support the Head of Support Services in all project assets and finance related issues.
For project closure purposes, acts as (or nominates and supervises) a focal point between the Sierra Leone Country Office and donors throughout the process.
Oversee and coordinate all project closure activities, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS Management Workspace (MWS), and effective handover of closed projects to UNOPS HQ for financial closure processes.

3. Monitoring and reporting

Prepare and issues regular project reports in accordance with donor guidelines for reporting.
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by UNOPS standard procedures.
Identify and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Head of Programme.
Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system as required.
Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.
Within the context of monitoring and evaluation, ensure the project submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and tracks progress, or otherwise, against such information.

4. Stakeholder engagement

Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.
Coordinate internal programme/project communications.
Monitor the effectiveness of programme/project communications.

5. Quality assurance

Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.
Ensure compliance with UNOPS defined standards for programme/project management.
Coordinate quality reviews of programme/project documents and deliverables.
Provide quality control for management products (project documents, reports, etc.).

6. Knowledge management and innovation

Participate in, and advocate PMs' participation in, relevant Communities of Practice.
Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System.
Provides feedback to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies.
Contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

7. Personnel Management

Directly contributes to the development and maintenance of budget and resource availability tables in conjunction with project managers and relevant project staff.
Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.
Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Impact of Results
The Project Management Support Analyst directly impacts on achievement of project results by assisting the Project Managers to implement effective project management methods and strategies, reduce risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the 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

A. Education

A Bachelor’s Degree (First Level University Degree) in Project Management, Business Administration, International Relations or other related field is required.
A Master's Degree (Advanced University Degree or Higher) in Project Management, Business Administration, International Relations, or other relevant disciplines is an asset.

Certification:

PRINCE2 Foundation and/or Practitioner Certification is highly desirable.
MSP certification (Foundation and/or Practitioner) is an advantage.

B. Work Experience

A minimum of two (2) years of relevant and progressive experience, specifically in the field of Project/Programme Management, Project Monitoring, Reporting and Planning is required.
Relevant experience in stakeholder management and budget management is an advantage.
Previous knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is an advantage.
Strong experience with data analysis, management reporting and project management tools and information management systems are highly desirable.
Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.

C. Language Requirement

Fluency in written, reading and spoken English Language is required.

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
Freetown is a family duty station
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.

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.

This vacancy is now closed.
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