UN Jobs – Project Support Officer at United Nations Office for Project Services (UNOPS)

Organisation: United Nations Office for Project Services (UNOPS)
Vacancy Code: VA/2016/B5303/9647
Duty Station: Kampala, Uganda
Grade Level: P3
Reports to: Project Manager
About UNOPS:
United
Nations Office for Project Services (UNOPS)’ mission is to expand the capacity
of the UN system and its partners to implement peace building, humanitarian and
development operations that matter for people in need. Working in some of the
world’s most challenging environments, UNOPS vision is to always satisfy
partners with management services that meet world-class standards of quality,
speed and cost effectiveness. By assisting UN organizations, international
financial institutions, governments and other development partners, UNOPS makes
significant, tangible contributions to results on the ground.
Job Summary: The Project Support Officer will support the United
Nations Office for Project Services (UNOPS) Project Manager in the day-to-day
operations of the mission and coordinating mission progress and implementation.
The incumbent maintains a close eye on the operational and financial
performance, identifies probable issues that may need attention, supports in
problem analysis and solution identification as necessary, coordinate
resolution as per action-items assigned, drafting required correspondences to
stakeholders concerned and preparation of mission reports.  The role can often be required to work in
complex and challenging environments with limited resources.
Key Duties and Responsibilities: 
1. Project
Implementation:
  • Assist the Project Manager in
    ensuring UNOPS Policies and Procedures, Financial Rules and Regulations
    (FR&R) are adhered to for efficient project implementation and
    progress;
  • Keenly monitor project financials and
    advise the Project Manager accordingly;
  • Keenly track expenditure and take
    relevant action when required to revise budgets (realignment and
    amendment);
  • Regularly monitor and record best
    practices and innovative approaches within UNOPS FR&R; identify and
    show alternative options according to Activity needs;
  • In charge of managing information
    flows and overseeing change controls, risk registers and issue management;
    document and feedback lessons learned and best practices;
  • Supporting the project planning
    process;
  • Maintenance of all supporting project
    financial documents for audit and review processes;
  • Management of work packages within
    the project as and when required;   
  • Support the Project manager in
    monitoring of the project quality indicators and undertaking monthly
    assurance tasks on behalf of the Project Manager
  • Mentor and supervise Project Assistant(s)
    within the Team, to ensure work efficiency and quality at all times.
2. Financial and
Procurement Management:
  • Maintain all supporting project financial
    documents for audit and review processes.
  • Ensure accurate data entry into UNOPS ERP
    (Enterprise Resource Planning) system.
  • Regularly monitor project budget and
    financial expenditure and all administrative procedures in line with the
    work-plan.
  • The incumbent will process direct payments
    and advance requests and prepare project budget revisions.
  • The Project Support Officer will prepare and
    submit financial reports; including developing financial monitoring and
    reporting formats as per UNOPS requirements.
  • Assist the Project Manager by monitoring
    budgets, cash flow and reporting on expense obligations to ensure that
    deliverables are met.
  • Alert the Project Manager or any financial
    shortfalls and over-expenditures.
  • Propose budget revision and initiate corrective
    action when necessary.
  • Coordinate vendor communications, meetings,
    and reports as necessary
3. Project Monitoring and
Reporting:
  • Provide substantive inputs to assist the
    Project Manager in the preparation of project reports and documents.
  • Update and 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
  • Support the Project Manager in maintaining
    the following: Electronic Blue File, Procurement, HR and Finance files as
    required by Organizational Directive (OD) 12.
  • Manage the compilation, consolidation and
    analysis of relevant data of the mission.
  • Assist the Project Manager in the preparation
    of project completion reports and ensure compliance with contractual
    obligations.
4. Coordination and
Liaison:
  • In charge of contract management of all
    contracts (Procurement, HR, Service Contracts etc) under the Project
  • Pro-actively coordinate/liaise with support
    units on all administrative matters related to contract management
  • Work closely with the Programme Management
    Office (PMO) Team Members to complete project assurance related tasks.
5. Knowledge Management
and Innovation:
  • Support the compilation of lessons learned as
    per defined reporting format.
  • Significantly contribute to the dissemination
    and sharing of best practices and lessons learned for planning and
    knowledge building.
  • Actively contribute to expertise in tools and
    techniques
6. Operational and
Logistic Support:
  • Work closely with the relevant stakeholders,
    assist in preparing amendments of Agreements and Budget revisions when
    applicable;
  • Keenly review input of financial information,
    expenditures etc in One UNOPS;
  • Ensure conformity of project disbursement
    requests with procedures, work plans, and availability of resources for
    expenditure;
  • Support development and maintenance of
    information systems to  ensure real
    time tracking and asset management under the project activities;
  • Work closely with the Finance Unit to process
    and monitor all payment requests within the Project
  • Support the Project Manager in monitoring all
    HR requirements and related activities under the Project
  • In charge of the preparation of Terms of
    Reference (ToR) for required inputs in the projects (staff, individual and
    institutional consultancy services, procurement of goods and services,
    organization of training, seminars, etc.), with expert and/or client
    support as required;
  • Providing induction briefings to newly
    recruited staff and render support to consultants in the course of their
    assignment;
  • Supervise and review submissions for Contracts,
    Purchase orders, Waivers and related documents prior to final approval;
  • In accordance with UN and UNOPS Security
    Policies, manage travel for all personnel in the Project Team
  • Organize all project and stakeholder meetings
    as and when necessary, and maintain records of these meetings.
  • Maintain records of project files and
    Activity reports in hard and soft copy.
  • Prepare budget forecast and periodic
    financial reports as requested.
  • Keenly review weekly Activity reports and
    quarterly financial reports with respect to outputs based on work plans
    and budget forecasts
  • Work closely with finance and
    logistics/procurement units in tracking commitments and disbursements.
  • Identify operational, administrative,
    financial and other bottlenecks that may impede project delivery;
    recommend solutions and take appropriate remedial action
  • On behalf of the Project and as directed by
    the Project Manager, participate in periodic visits to the project sites
    within Somalia to review compliance with recognized procedures.
  • Establish and monitor an internal control
    system for all administrative actions
  • Perform other duties as assigned by the
    Project Manager
Qualifications, Skills and Experience: 
  • The ideal candidate for the United Nations
    Office for Project Services (UNOPS) Project Support Officer career job
    should hold a Bachelor’s Degree in a relevant field (e.g. Business Administration,
    Logistics, Emergency Management, International Relations). Possession of a
    Master’s degree will be an added advantage.
  • Possession of a PRINCE2®
    Foundation/Practitioner is an asset
  • At least two years of relevant and
    progressive professional experience, specifically in the field of Project
    Management and Operations Management with focus on monitoring, reporting,
    development and coordination.
  • Previous exposure and experience in
    humanitarian emergency operating contexts, including humanitarian
    coordination mechanisms, donors, security, and operations management.
  • Prior experience and demonstrated knowledge
    of UN rules and procedures in Procurement, Finance, HR Management and
    administrative rules and regulations will be an advantage.
  • Working experiences in Somalia and or
    Somaliland will be an added advantage.
  • Languages: Full working knowledge of English is
    required. Knowledge of Somali and one or more additional official UN
    languages is an advantage.
Personal Competencies:
Core Competencies:
  • Demonstrates integrity by modeling the UN’s
    values and ethical standards.
  • Displays cultural, gender, religion, race,
    nationality and age sensitivity and adaptability.
  • Treats all people fairly without favoritism.
Functional Competencies:
  • Ability to work under extreme pressure, on
    occasion in a highly stressful environment (e.g. civil strife, natural
    hazards and humanitarian crisis).
  • Strong interpersonal skills and ability to
    establish and maintain effective partnerships and working relations with
    people in a multi-cultural environment.
  • Ability to manage, organize, plan and
    implement work assignments
  • Cope effectively with competing demands and
    work under pressure of frequent and non-negotiable deadlines.
  • Strong analytical and problem solving skills
    and ability to handle a range of management and coordination issues.
Skills:
  • Project Financial Control skills
  • Skills and knowledge of Budget Preparation
  • Financial Rules & Regulations skills
  • Financial Reporting skills
  • Excellent coordination skills
  • Good project support skills
  • Excellent report writing skills
How to Apply:
If
interested in joining the United Nations Office for Project Services (UNOPS) in
the aforementioned capacity, please click on link below to visit website and
create profile or express interest if you already have a profile on the UN
system.
Deadline: 10th March 2016
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more of the latest jobs, please visit http://www.theugandanjobline.com
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