Project Management Support Senior Officer (Grants)

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 specifically focused on the closure phase of a number of grants under the engagement with GCF, and will be liaising with a wide range of stakeholders on a daily basis. When necessary, the candidate will be requested to support the team with the other grant management processes such as the set-up (i.e. agreement negotiation) and the monitoring (i.e. day-to-day monitoring of grants and reporting on key achievements).  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, as well as Knowledge Management. The Project Management Support Senior Officer will be expected to provide support with those tasks, when necessary.
1. Grants Closure 

The Project Management Support Senior Officer will be primarily focused on the closure process which includes, but not limited to, the following tasks:

• 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 completion report submitted by the Delivery Partner, along with all corresponding deliverables/supporting documents.

• Analyze and review the final financial report and the final audited report submitted by the Delivery Partner, along with all corresponding contracts/supporting documents.

• Closely follow-up with Delivery Partners to resolve any pending comments/issues with the reports before processing the final payments, if applicable.

• Ensure that UNOPS/GCF rules and regulations are fully adhered to during the closure process (i.e. return of any unspent funds, eligibility of costs…,etc.).

• Coordinate with the UNOPS Finance Team to ensure that financial statements are prepared and shared with the funding source as required.

• Share the review/assessment results, the final reports and the final deliverables with the GCF upon the closure of each grant.

• Be the focal point for any subsequent discussions with the GCF about the grant upon its closure (i.e., deliverables, lessons learned, success stories and best practices, encountered challenges…, etc.).

• Keep UNOPS Internal Tracking Tools and GCF’s Database updated throughout the closure process.

2. Other Grants Management Processes

When necessary, the Project Management Support Senior Officer will also be requested to provide support with the following grant management processes, beyond the closure process, such as the setup of grants and their monitoring:

Setup of grants

• 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 delivery partners  profiles including banking information in the UNOPS Enterprise Resource Planning (ERP) system. 

• Process the first payment upon the agreement signature, to officially launch the grant implementation.

• Keep UNOPS Internal Tracking Tools and GCF’s Database updated throughout the setup process.

Monitoring 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 and/or the GCF.

• Assess  Interim Progress Reports and Financial Audited Reports using a Performance Assessment Tool, designed by the team specifically for this purpose.

• Process payments to Delivery Partners upon the review and approval of the required reports.

• Collect  information on  individual grants’ performance and support the drafting of various reports  on the substantive and financial performance.

• Keep UNOPS Internal Tracking Tools and GCF’s Database updated throughout the monitoring phase.

3. Project Management Support  When necessary, the Project Management Support Senior Officer will also be requested to provide support with the following tasks related to the overall management of the UNOPS engagement with GCF: 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.

• Perform other related duties and tasks as needed.

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.

• Coordinate with relevant colleagues in the ECR and WEC teams to seek guidance on operational processes and procedures.  

• Support the development and facilitation of annual Delivery Partner surveys measuring satisfaction levels on grant management services provided by UNOPS. 

• Perform other related duties and tasks as needed.

Knowledge Management

• 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.

Impact of Results

Language Requirements

• Fluency in English is required.
• Knowledge of other UN languages, particularly French and Spanish, could be an advantage.