Project Coordinator (Internal Oversight) - Office Of The Secretary-general

Senior Internal Oversight Officer in the Internal Oversight and Ethics Office (IOEO), the incumbent will carry out a range of tasks as an Internal Oversight Project Coordinator.

Joint Inspection Unit of the United Nations (JIU) project affairs (approximately 50% of time)

1.  The project activities will include:

• Participating in the JIU recommendations Web-based Tracking System (WBTS) enhancement project

Leading comprehensive, integrative and adaptive coordination, including the operational arrangements as the focal point functions of the Joint Inspection Unit projects. More specifically,

• Review all incoming communications on JIU project matters, plan follow up actions, coordinate with the concerned offices, and prepare responses.
• Coordinate consolidated and integrated replies to JIU including the draft terms of reference, surveys and questionnaires, ensuring consistency in the reply contents and styles, and handle outgoing communications to JIU.
• Coordinate to set up meetings, interviews and other communications with JIU and offices in IMO and provide all necessary support for facilitation.
• Review all reports, notes and recommendations received from JIU and Central Executive Board of the United Nations System (CEB), determine responsible IMO offices and officials for response, and communicate the report, note contents and recommendations to the responsible officials for response.
• Record all JIU reports, recommendations and IMO response to the internal JIU recommendations database, communicate periodically with IMO offices to follow up on the status of implementation of the recommendations, ensure sufficiency and completeness of information, and assist in the reporting of the up-to-date status to the Council and the Senior Management Committee (SMC).
• Record up-to-date status of implementation of JIU recommendations in the Web-based Tracking System of JIU, ensuring consistency with the status in IMO’s own database.
• Manage JIU activity status dashboard to ensure all pending actions are addressed in a timely manner and to prepare status updates for the monthly the SMC meeting.
• Prepare relevant analysis and sections of the report to the IMO Council on JIU activities.
• Assist in the streamlining and digitization of the JIU related work processes, in coordination with the ICT expert.
• Carry out any other tasks related to JIU matters, as required.

Internal Oversight (audit and evaluation) and ethics projects (approximately 40% of time)

2.  The project activities:

• Engage in and support the Audit Management System project at IOEO
• Carry out oversight risk assessment in accordance with the IOEO policy and procedures
• Assist in the preparation of individual oversight project planning memo
• Perform sections of substantive analysis in oversight projects
• Conduct research and surveys in oversight and ethics topics
• Compile and analyse ITCP workshop surveys
• Prepare or assist in the preparation of draft oversight reports and memos
• Proofread oversight reports or memos
• Contribute to projects to enhance oversight and ethics policies and processes including ITCP evaluation processes
• Any other matters that involve IOEO oversight and ethics activities

Administrative tasks (approximately 10% of time)
3. The activities will include:

• Support to the functioning of IOEO as a team member, including:
  • Prepare purchase requisitions and framework requisitions in SAP, as well as goods receipting on delivery of purchased services or goods. Process trips in SAP by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
  • Liaise with the Management Accounting and ERP Services (MAES) on budgetary matters.
  • Maintain and update IOEO webpages on the IMO public and intranet website.
• Perform any other related duties within IOEO, as may be required.