Project Management Support Officer (PSO)

The Project Support Officer reports to the Project Manager, who supervises and provides guidance. The Project Support Officer supports the Project Manager in day-to-day activities, coordination and implementation of the assignment. This person closely monitors operations and financial performance, detects potential problems, supports the analysis of problems and the development of solutions, coordinates the resolution of problems according to the measures adopted, drafts correspondence to the relevant stakeholders and prepares reports. of mission. The Project Support Officer may often have to work in complex and challenging environments with limited resources.

Duties and Responsibilities:

1. Project implementation

• Prepare and maintain project records, including internal and external project reports.

• Manage information flow, change control, risk register and issue resolution by establishing document control procedures.

• Ensure the progress of activities and the delivery of work packages.

• Coordinate with the project manager and communicate to him the progress of the work.

• Inform and advise the project manager of any deviations from the plan and make the necessary updates.

• Identify and manage risks in collaboration with the project manager.

2. Financial and purchasing management

• Maintain and file all project financial documents for audit and review purposes.

• Ensure accurate data entry into UNOPS ERP.

• Monitor project expenses and budget as well as all administrative procedures in accordance with the work plan.

• Process direct payments and advance payment requests, and prepare project budget revisions.

• Develop financial reports adopting financial controls and reporting templates in line with UNOPS requirements.

• Support the Project Manager by monitoring budgets and cash, and reporting on expenditure obligations to ensure timeliness is met.

• Notify the project manager of any financial shortfalls or overspending.

• Propose budget revisions and take the necessary corrective measures.

• Coordinate necessary meetings, communications and reports with suppliers.

3. Monitoring and reporting

• Actively participate in the preparation of reports and project documents by assisting the project manager.

• Maintain and file project documents and other supporting documents.

• Manage the following records: QA log, configuration logs, and all other logs and records as directed by the project manager.

• Support the Project Manager by managing the following: i. Electronic record; ii. Documents relating to procurement, human resources and finance, in accordance with the requirements of Organizational Directive No. 12.

• Manage the compilation, consolidation and analysis of data relevant to the mission.

• Assist the project manager in the preparation of project completion reports and ensure compliance with contractual obligations.

4. Coordination and management of stakeholders and communications

• support the coordination and management of communications.

• Communicate and build strong relationships with other UN agencies and international non-governmental organizations (NGOs) to facilitate the implementation of activities and improve the quality and relevance of data and analysis.

• As required, participate in meetings with UN agencies, NGOs and other stakeholders.

5. Knowledge management and innovation

• Support the management of lessons learned in accordance with the chosen reporting system.

• Ensure local capacity building at all levels and foster opportunities for project support.

• Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building.

• Provide expertise in the use of tools and techniques.

Recruitment Qualifications: 
Education:

The candidate must hold a Bachelor's degree in a relevant discipline (e.g. in business administration, logistics, crisis management, accounting, international relations). An undergraduate university degree combined with 2 years of additional professional experience may be accepted in lieu of the requirement mentioned above.

PRINCE2® Basic or Practitioner courses are an asset.

Experience:

The candidate must have at least 2 years of relevant experience with progressive responsibilities, mainly focused on supervision, reporting, development and coordination, in the field of project management and activities.

The candidate must have at least one year of experience in the field of accounting and financial management.

Experience working in emergency humanitarian contexts as well as a good knowledge of humanitarian coordination mechanisms, donors, security measures and activities in this field is desirable.

Demonstrated knowledge of United Nations rules and procedures in the areas of procurement, finance, human resources as well as knowledge of United Nations administrative rules and regulations is an asset.

An undergraduate university degree combined with 2 years of additional professional experience may be accepted in lieu of the requirement mentioned above.

Languages Requirements:

Fluency in Portuguese or Spanish is required.

Working  knowledge of English is required