Project Management Support Specialist (Finance and Operations)

1. Project implementation

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

• Coordinate information flows and oversee change controls, risk registers and issue management, by establishing document control procedures.

• Coordinate assigned delivery of work packages and take responsibility for progress.

• Coordinate and liaise with the Project Manager(s) on the implementation progress.  

• Identify and escalate to the Project Manager(s) of any deviations from the plan and update plans.

• Work with the Project Manager(s) to identify and manage risks. . 

2. Financial management

• Implementation of financial management strategy and system to ensure effective and accurate financial resources management focusing on achievement of the following results:

• Financial resources management through planning, guiding, controlling of the resources in accordance with UNOPS rules and regulations.

• Preparation and monitoring of project budgets and expenditures

• Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status and budgets delivery levels.

• Elaboration of proper mechanisms to eliminate deficiencies in budget management.

• Advice to Project Manager(s) on strategic financial resources management

• Continuous analysis and monitoring of the financial situation, presentation of forecasts of the projects in coordination with the Project Management Office.

• Full compliance of financial activities, financial recording/reporting system and audit follow up based on UNOPS rules, regulations, policies and strategies.

• Proper planning, expenditure tracking and audit of financial resources in line with UNOPS rules and regulations 

• Elaboration and implementation of cost saving and reduction strategies.

• Monitoring of financial reports for unusual activities, transactions, and investigating anomalies or unusual transactions. 

• Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.

3. Monitoring and reporting

• Provide substantive inputs to assist the Project Manager(s) in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures

• Maintain records of project files and other supporting documents.

• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager(s)

• Support the Project Manager(s) in maintaining the following:

  • Electronic Blue File,

  • Procurement, HR and Finance files as required by UNOPS policies

• Manage the compilation, consolidation and analysis of relevant data of the projects

• Assist the Project Manager(s) in the preparation of project completion reports and ensure compliance with contractual obligations

4. Stakeholder engagement

• stablish effective and fruitful working relationships with project’s stakeholders including but not limited to the project Beneficiaries and Clients, as appropriate, providing advice and guidance on specific and general issues and where the appropriate system and fling matters;

• Support the coordination and management of communications;

• Contribute to building strong partnerships and effective coordination among relevant project stakeholders (e.g. United Nations, government and non-governmental organizations or other relevant partners) for the purposes of facilitating activities and improving the quality of the project products;

• Pursue engagement of national stakeholders in project implementation and their ownership of project products;

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Champion and communicate the project’s sustainability aspects with key stakeholders.

5. Knowledge management and innovation

• In conjunction with the Project team, provides appropriate levels of programmatic management and administrative support to the Project Manager(s) 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 different implementing partners.

• Develops and establishes resource tracking systems for use within the Project, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.

• Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager(s).

The Project Management Office (PMO) - Specialist directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduced 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.