Job Title: Project Support Associate
Organisation: United Nations
Office for Project Services (UNOPS)
Office for Project Services (UNOPS)
Duty Station: Entebbe,
Uganda
Uganda
Reports to: Project Manager
Vacancy Code:
VA/2017/B5303/13483
VA/2017/B5303/13483
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.
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.
About Project:
The ‘Sawlog Production Grant Scheme’ (SPGS) is a Ugandan government
project supporting establishment of the commercial forestry industry in Uganda
through provision of retrospective subsidized grants to private sector farmers.
This initiative is as an incentive for
long term investment in commercial forestry for rural incomes and mitigating
climate change. The SPGS aims at increasing the incomes of the rural population
through commercial tree planting by medium and large-scale private sector
actors and the local communities themselves, while at the same time helping to
mitigate climate change effects through intensive afforestation. The Food and
Agriculture Organization of the United Nations (FAO) has obtained funding from
the European Commission (EC) to support the implementation of this programme.
project supporting establishment of the commercial forestry industry in Uganda
through provision of retrospective subsidized grants to private sector farmers.
This initiative is as an incentive for
long term investment in commercial forestry for rural incomes and mitigating
climate change. The SPGS aims at increasing the incomes of the rural population
through commercial tree planting by medium and large-scale private sector
actors and the local communities themselves, while at the same time helping to
mitigate climate change effects through intensive afforestation. The Food and
Agriculture Organization of the United Nations (FAO) has obtained funding from
the European Commission (EC) to support the implementation of this programme.
Job Summary: The Project
Support Associate will be responsible for providing support in budget planning,
preparation, allocation and monitoring to ensure the availability and effective/optimum
utilization of Project Funds. He/she will be responsible to ensure on time
payments. Work will be in accordance to UNOPS Kenya Operational Hub financial
resources and to the project plans and approved allocations, and in compliance
with UNOPS Financial Rules and Regulations
Support Associate will be responsible for providing support in budget planning,
preparation, allocation and monitoring to ensure the availability and effective/optimum
utilization of Project Funds. He/she will be responsible to ensure on time
payments. Work will be in accordance to UNOPS Kenya Operational Hub financial
resources and to the project plans and approved allocations, and in compliance
with UNOPS Financial Rules and Regulations
Key Duties and Responsibilities:
Support implementation of operational strategies, adapts processes and
procedures focusing on achievement of the following results;
procedures focusing on achievement of the following results;
·
Ensure full compliance with UNOPS rules and
regulations of programme/project management, financial processes, financial
records and reports and audit follow up, human resources management,
procurement processes; implementation of the effective internal control
framework,
Ensure full compliance with UNOPS rules and
regulations of programme/project management, financial processes, financial
records and reports and audit follow up, human resources management,
procurement processes; implementation of the effective internal control
framework,
·
Elaboration of the content of internal Standard
Operating Procedures in Programme/Project Management, in consultation with the
direct supervisor and office management.
Elaboration of the content of internal Standard
Operating Procedures in Programme/Project Management, in consultation with the
direct supervisor and office management.
Ensures efficient and effective portfolio planning, administration and
management, focusing on achievement of the following results:
management, focusing on achievement of the following results:
·
Support of all aspects of project implementation
and service delivery in full compliance with UNOPS rules and regulations;
monitoring of progress for all projects/service agreements under his/her
responsibility, anticipating operational and budgetary issues and taking
pre-emptive action.
Support of all aspects of project implementation
and service delivery in full compliance with UNOPS rules and regulations;
monitoring of progress for all projects/service agreements under his/her
responsibility, anticipating operational and budgetary issues and taking
pre-emptive action.
·
Tasked with the interaction with colleagues,
clients and partners and undertaking of missions, as may be required, to guide
operational issues and UNOPS service provision.
Tasked with the interaction with colleagues,
clients and partners and undertaking of missions, as may be required, to guide
operational issues and UNOPS service provision.
·
Resolution of operational and process issues,
referring complex issues to supervisor with clear recommendations for courses
of action.
Resolution of operational and process issues,
referring complex issues to supervisor with clear recommendations for courses
of action.
·
Representation of UNOPS at project meetings
(e.g. Steering Committee Meetings)
Representation of UNOPS at project meetings
(e.g. Steering Committee Meetings)
·
Support in the provision of operational,
budgetary and financial guidance to project personnel
Support in the provision of operational,
budgetary and financial guidance to project personnel
·
Assisting in preparation of project budgets and
revisions and other related documents
Assisting in preparation of project budgets and
revisions and other related documents
·
Initiation of procurement of goods or services
by requesting quotations or proposals, examining cost estimates, evaluating
cost effectiveness and compliance with provisions contained in the UNOPS
Procurement Manual and related guidelines. Active follow-up from procurement
award to contract issuance and management
Initiation of procurement of goods or services
by requesting quotations or proposals, examining cost estimates, evaluating
cost effectiveness and compliance with provisions contained in the UNOPS
Procurement Manual and related guidelines. Active follow-up from procurement
award to contract issuance and management
·
Provide support in the preparation of contracts
for services, memoranda of agreement, inter-agency agreement and grant
agreements
Provide support in the preparation of contracts
for services, memoranda of agreement, inter-agency agreement and grant
agreements
·
Ensures effective financial reporting and
control, provide monthly financial reports to the Project Manager, alerting if
any variation with the projections. Preparation of financial reports for
clients.
Ensures effective financial reporting and
control, provide monthly financial reports to the Project Manager, alerting if
any variation with the projections. Preparation of financial reports for
clients.
·
Support in verification of accuracy of
request/transactions and completeness of documentation as pertains to the
Project
Support in verification of accuracy of
request/transactions and completeness of documentation as pertains to the
Project
·
Ensures efficient budgetary and monitoring
control, focusing on achievement of the following results:
Ensures efficient budgetary and monitoring
control, focusing on achievement of the following results:
·
Extraction of required financial information
from UNOPS project agreements and set up of necessary accounts in line with
existing UNOPS financial policies and procedures.
Extraction of required financial information
from UNOPS project agreements and set up of necessary accounts in line with
existing UNOPS financial policies and procedures.
·
Information-gathering for budget preparation.
Information-gathering for budget preparation.
·
Preparation and processing of project budget
revisions
Preparation and processing of project budget
revisions
·
Maintenance of budget databases by verifying and
entering approved budgets.
Maintenance of budget databases by verifying and
entering approved budgets.
·
Review and adjustment of project
expenditures/obligations against approved budgets.
Review and adjustment of project
expenditures/obligations against approved budgets.
·
Budgets in conformity with UNOPS Financial Rules
and Regulations & procedures of the funding source.
Budgets in conformity with UNOPS Financial Rules
and Regulations & procedures of the funding source.
·
Monitoring of expenditures, regularly informing
supervisor and clients of budget status and any need to reallocate resources to
meet objectives
Monitoring of expenditures, regularly informing
supervisor and clients of budget status and any need to reallocate resources to
meet objectives
·
Managing Performance of periodical petty cash
counts. Maintenance and control of petty cash fund and preparation of report
for replenishment.
Managing Performance of periodical petty cash
counts. Maintenance and control of petty cash fund and preparation of report
for replenishment.
·
Maintenance of a payment schedule status system
and filing of all financial documents;
Maintenance of a payment schedule status system
and filing of all financial documents;
·
Carry out periodic review of outstanding
obligations/payments and ensure review and required action is taken by relevant
staff;
Carry out periodic review of outstanding
obligations/payments and ensure review and required action is taken by relevant
staff;
·
Planning, organization and implementation of
training, conference and study tour logistics
Planning, organization and implementation of
training, conference and study tour logistics
·
Assist in the preparation of briefing materials
as required for mission travel and/or discussion on project activities
Assist in the preparation of briefing materials
as required for mission travel and/or discussion on project activities
Knowledge building and knowledge sharing, focusing on achievement of
the following results:
the following results:
·
Maintenance of accurate data and information to
facilitate monitoring and evaluation of project and service activities, and to
institutionalize and disseminate knowledge
Maintenance of accurate data and information to
facilitate monitoring and evaluation of project and service activities, and to
institutionalize and disseminate knowledge
·
Coaching and/or mentoring of colleagues on
portfolio management and service administration and encouraging feedback to
lead to process improvement and standardization
Coaching and/or mentoring of colleagues on
portfolio management and service administration and encouraging feedback to
lead to process improvement and standardization
·
Publication and sharing of information and
knowledge with colleagues, clients and partners
Publication and sharing of information and
knowledge with colleagues, clients and partners
·
Participation in the trainings for the
programme, operations and projects staff on programme/project management
Participation in the trainings for the
programme, operations and projects staff on programme/project management
·
Sound contributions to knowledge networks and
communities of practice
Sound contributions to knowledge networks and
communities of practice
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the United Nations
Office for Project Services (UNOPS) Project Support Associate job placement
should have completed secondary education. Technical/Professional Diploma in
the relevant field is an advantage.
Possession of a Bachelor or Master’s degree University degree preferably
in international affairs, business administration, social sciences, economics,
mathematics, engineering, development studies or another field relevant to
international development assistance will be an asset.
The ideal candidate for the United Nations
Office for Project Services (UNOPS) Project Support Associate job placement
should have completed secondary education. Technical/Professional Diploma in
the relevant field is an advantage.
Possession of a Bachelor or Master’s degree University degree preferably
in international affairs, business administration, social sciences, economics,
mathematics, engineering, development studies or another field relevant to
international development assistance will be an asset.
·
At least six years of relevant working
experience is required
At least six years of relevant working
experience is required
·
Previous experience in Project Management
support or project management related experience, is required.
Previous experience in Project Management
support or project management related experience, is required.
·
Previous experience with an international
organization and or knowledge of UN rules and procedures in budget management,
contracting, purchasing and recruitment of project personnel is highly
desirable
Previous experience with an international
organization and or knowledge of UN rules and procedures in budget management,
contracting, purchasing and recruitment of project personnel is highly
desirable
·
Skills in budget/financial reporting and client
management are essential
Skills in budget/financial reporting and client
management are essential
·
Accounting & Finance Skills:
Budget revision, Financial Reporting, Client relations management and Planning
Accounting & Finance Skills:
Budget revision, Financial Reporting, Client relations management and Planning
·
Languages: Fluency in written and
oral English is required. Basic
Knowledge of Luganda language is required
Languages: Fluency in written and
oral English is required. Basic
Knowledge of Luganda language is required
Personal Competencies:
·
Treats all individuals with respect; responds
sensitively to differences and encourages others to do the same. Upholds
organizational and ethical norms. Maintains high standards of trustworthiness.
Role model for diversity and inclusion.
Treats all individuals with respect; responds
sensitively to differences and encourages others to do the same. Upholds
organizational and ethical norms. Maintains high standards of trustworthiness.
Role model for diversity and inclusion.
·
Acts as a positive role model contributing to
the team spirit. Collaborates and supports the development of others. For
people managers only: Acts as positive leadership role model, motivates,
directs and inspires others to succeed, utilizing appropriate leadership
styles.
Acts as a positive role model contributing to
the team spirit. Collaborates and supports the development of others. For
people managers only: Acts as positive leadership role model, motivates,
directs and inspires others to succeed, utilizing appropriate leadership
styles.
·
Demonstrates understanding of the impact of own
role on all partners and always puts the end beneficiary first. Builds and
maintains strong external relationships and is a competent partner for others
(if relevant to the role).
Demonstrates understanding of the impact of own
role on all partners and always puts the end beneficiary first. Builds and
maintains strong external relationships and is a competent partner for others
(if relevant to the role).
·
Efficiently establishes an appropriate course of
action for self and/or others to accomplish a goal. Actions lead to total task
accomplishment through concern for quality in all areas. Sees opportunities and
takes the initiative to act on them. Understands that responsible use of
resources maximizes our impact on our beneficiaries.
Efficiently establishes an appropriate course of
action for self and/or others to accomplish a goal. Actions lead to total task
accomplishment through concern for quality in all areas. Sees opportunities and
takes the initiative to act on them. Understands that responsible use of
resources maximizes our impact on our beneficiaries.
·
Open to change and flexible in a fast paced
environment. Effectively adapts own approach to suit changing circumstances or
requirements. Reflects on experiences and modifies own behavior. Performance is
consistent, even under pressure. Always pursues continuous improvements.
Open to change and flexible in a fast paced
environment. Effectively adapts own approach to suit changing circumstances or
requirements. Reflects on experiences and modifies own behavior. Performance is
consistent, even under pressure. Always pursues continuous improvements.
·
Evaluates data and courses of action to reach
logical, pragmatic decisions. Takes an unbiased, rational approach with
calculated risks. Applies innovation and creativity to problem-solving.
Evaluates data and courses of action to reach
logical, pragmatic decisions. Takes an unbiased, rational approach with
calculated risks. Applies innovation and creativity to problem-solving.
·
Expresses ideas or facts in a clear, concise and
open manner. Communication indicates a consideration for the feelings and needs
of others. Actively listens and proactively shares knowledge. Handles conflict
effectively, by overcoming differences of opinion and finding common ground.
Expresses ideas or facts in a clear, concise and
open manner. Communication indicates a consideration for the feelings and needs
of others. Actively listens and proactively shares knowledge. Handles conflict
effectively, by overcoming differences of opinion and finding common ground.
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.
(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: 3rd
December 2017
December 2017
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