Project Support Officer
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:1 month ago
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Category:Project Management
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Deadline:05/04/2024
JOB DESCRIPTION
About the project:
After 30 years of independence, Moldova’s prison system continues to resemble the Soviet model of ‘carceral collectivism’ instantiated by gulag-resembling architecture and a cultural attachment to this penal philosophy. The most acute problems faced by the penitentiary system are overcrowding, criminal subculture, inadequate healthcare and insufficient meaningful activities. The overcrowding has been particularly severe in Prison no. 13 in Chisinau, an institution built in 1849 that serves as the only pre-trial facility covering both the capital and central region of Moldova. Aiming to align the treatment of prisoners to European standards by improving material conditions, safety and management practices, the Moldovan Government is pursuing the development of a new remand facility that will replace Prison no. 13 in Chisinau.
UNOPS has been engaged by the Ministry of Justice to deliver the construction of the penitentiary. The new facility is expected to have a capacity of 1,050 inmates and would enhance the physical conditions of detention for pre-trial detainees in Moldova. The project, expected to be completed by 2027, is jointly financed through the Council of Europe Development Bank (CEB) and the Government of the Republic of Moldova.
About the position:
The Project Support Officer (PSO) will have a reporting line to the Senior Project Manager (SPM) in Moldova, and a secondary reporting line to the UAMCO Programme Management Office (PMO) Specialist in Kyiv, Ukraine.
Overall, the PSO will support to ensure that the Moldova Project Office has the right projects in place, their governance and decision making is facilitated, that UAMCO has the resources and capability to deliver projects in Moldova consistently well, and that operational and change priorities are balanced.
The role is based in Moldova and is responsible for supporting the project monitoring, reporting, quality assurance, and knowledge management. In particular, the role’s responsibility is to ensure that project management policies, processes and methods are followed and practised according to the organisation standards, while acting as support to the SPM as project quality assurance capacity.
He/she identifies probable project issues that may need attention, supports in problem analysis and solution identification as necessary, and assists the SPM and PMO Specialist in problem resolution as per action-items assigned.
Summary of key functions:
- Project Monitoring
- Project Reporting
- Quality Assurance
- Knowledge Management
Project Monitoring
- Provides appropriate levels of project management and administrative support to the Project Management regarding all ongoing project activities in Moldova, identifies and suggests aggregate project (and Moldova portfolio / Infrastructure portfolio) -level risks.
- Assist in creating project / Moldova portfolio level delivery forecasts.
- Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP systems as required.
- Identify operational, administrative, financial and other bottlenecks that may impede project / portfolio delivery; recommend solutions; and take appropriate remedial action as assigned
- Facilitate the development of high-level project plans, including the collation of lower-level plans into project-level milestones for the project / portfolio under her/his responsibility.
- Develop, track and maintain dependencies.
- Liaise closely and support the functional area leads and / or Head of Support Services (UAMCO) in all project assets and finance related issues.
- Undertake and / or support projects set-up, initiation, and closure, as assigned. For project closure purposes, acts as a focal point between UAMCO and donors throughout the process.
- Oversee and coordinate all project closure activities, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS Management Workspace (MWS), and effective handover of closed projects to UNOPS HQ for financial closure processes
Project Reporting
- Compile, consolidate and analyse relevant project data
- Ensure that records of project files and other supporting documents are efficiently kept for audit and review processes.
- Within the context of monitoring (and evaluation), ensure all projects submit and regularly update specific milestones and targets for the duration of projects’ life-cycles, and track progress, or otherwise, against such information.
- Contributes to the creation of project / Moldova portfolio level delivery exception reports.
- Provide editorial support to projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients’ expectations.
Quality Assurance
- Work with UNOPS Internal Audit and Investigations Group (IAIG) and UAMCO Finance to ensure projects in Moldova comply with audit requirements.
- Work with UAMCO Procurement to ensure effective interface with suppliers’ quality systems.
- Ensure compliance with UNOPS defined standards for project management for the portfolio under her/his responsibility.
- Coordinate quality / quarterly assurance reviews of project documents and deliverables.
- Provide quality control for management products (project documents, reports, etc.).
- Supports key stakeholders to continuously identify and improve operational processes relevant to project implementation
- If assigned, act as Moldova Project Office Focal Point for the Protection from Sexual Exploitation, Abuse, and Harassment (PSEAH), and for the Gender Equality and Social Inclusion (GESI) action plans.
Knowledge Management
- Actively interact with the PMO, the PMs and the wider UAMCO Programme Team, as well as the wider UNOPS PM community to share case studies, lessons learned, and best practices.
- Support the coordination of communications.
- Assist in ensuring UNOPS HR, Finance, and Procurement policies are understood and adhered to
- Assist assessing the capacity of the national personnel and help develop a capacity building strategy and plan to address the knowledge/skills gap.
Education:
A first-level university degree (Bachelor’s or similar) in a relevant field (e.g. Business Administration, Logistics, International Relations,Development Studies, Communication, or similar) is required. An advanced university degree (e.g. Masters) in the abovementioned fields may be considered as a substitute for two (2) years of work experience.
Experience:
- A minimum of four (4) years of relevant professional experience, specifically in the field of Program/Project Oversight and Operations Support is required. An advanced university degree (e.g. Masters) in the abovementioned fields may be considered as a substitute for two (2) years of work experience.
- Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations is an advantage.
- Experience in the usage of modern IT and office applications and software is a strong advantage.
- Having experience in UNOPS is a strong asset
Language requirements:
Fluency in English is required.
This is a local position, it is therefore open to Nationals of Moldova and to individuals who have a valid residence/work permit.
| 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. |
| 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. |
| 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. |
| 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. |
Contract type: ICA
Contract level: Local ICA Specialist (ICS 9)
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’ (40 months)
This is a local position, it is therefore open to Nationals of Moldova and to individuals who have a valid residence/work permit.
Please note that the title in the contract for this position will be Project Management Support Senior Officer.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
- Please note that UNOPS does not accept unsolicited resumes.
- Applications received after the closing date will not be considered.
- Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
- UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
- We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
- All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
- It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
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