Project Management Support Specialist
JOB DETAIL
South East Asia Multi-Country Office (EAPMCO)
The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.
In 2023, the UNOPS EAPMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.
UNOPS in Papua New Guinea
The EAPMCO Papua New Guinea was formed in early 2020 to support the Government of PNG in its service delivery obligations to its people and in support of achieving the Sustainable Development Goals.
In alignment with the mandate of UNOPS, it provides advice, technical assistance and capacity support to the National and Provincial levels of Government and to development partners in infrastructure, sustainable procurement, capacity development, programme management, and good governance.
As an established office since 2022, EAPMCO PNG is demonstrating significant growth and portfolio diversification in a short period of time. Working with an increasing number of development partners, in 2024 EAPMCO PNG is recognised as a responsive and quality partner in climate change resilient infrastructure, sustainable procurement and governance support throughout the 22 provinces of PNG. Currently, UNOPS is an implementing partner on projects for climate resilient infrastructure, clean water, better healthcare (including COVID-19 support), waste management and renewable energy.
PNG is a family duty station with a hardship classification.
Background information – Job specific:
The Project Management Support Specialist position reports to the Senior Project Manager who provides broad supervision and guidance on strategic and operational aspects of the project. The role is responsible for coordinating and supporting the day-to-day operations of the project and liaising with relevant counterparts, government stakeholders and working group focal points on all project related matters to ensure project objectives are met. The Project Management Support Officer will also work closely with donors and other development partners to support implementation of the project. S/he provides close supervision on operational and financial performance, identifies risks, supports in problem analysis and implements solutions, and maintains consistent communication with stakeholders to ensure quality, timeliness and financial due diligence in alignment with good development outcomes.
- Project implementation
- Financial and procurement management
- Monitoring and reporting
- Stakeholder engagement
- Knowledge management and innovation
- Personnel Management
1. Project implementation
- Gain a thorough understanding of the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the Donor.
- Provide coordination and monitoring of operational processes implemented throughout all project components
- Monitor procurement, reporting and financial management processes
- Ensure the progress of activities and the delivery of work packages
- Coordinate with the Project Manager and communicate openly and transparently to facilitate achievement of milestones and deliverables in project implementation.
- Inform the Project Manager of any deviations from the project plan and provide support to make the necessary updates
- Identify and manage risks in collaboration with the Project Manager
2. Financial and procurement management
- Compile data and research information for planning of financial resources/administrative budget related to the operating environment of the project
- Coordinate protocol matters, ensuring efficient delivery of client services
- Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan
- Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that effective and efficient achievement of project objectives
- Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements
- Coordinate necessary meetings, information sharing and reports with suppliers
3. Monitoring and reporting
- Support field activity monitoring, assisting the Project Manager in observing processes implemented throughout the project lifecycle
- Oversee travel authorizations, documentation, and payments and ensure timely response and processes to support project staff.
- Actively participate in the preparation of reports and governance requirements of the project
- Prepare project and/or financial bi-monthly progress briefs, alongside a summary final implementation progress report, in accordance with donor and UNOPS requirements for reporting
- Manage project logs and records, and maintain and file project documents and other supporting documents ensuring version control and other quality measures
- Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)
- Provide routine oversight and analysis of delivery data within the dashboard system.
4. Stakeholder engagement
- Establish solid working relationship with the project board, government and donor counterparts and community representatives.
- Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and shared ownership of the project objectives
- Advise the client on issues that may impact the achievement of their outcomes
- Participate in stakeholder meetings as required
5. Knowledge management and innovation
- Support the management of lessons learned in accordance with the chosen reporting system
- Facilitate local capacity development in accordance with needs at all levels and foster opportunities for project support
- Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building
- Maintain and organize project information in formats that comply with confidentiality, access, good governance and organisational guidelines
- Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)
- Take minutes of regular team meeting and follow up on action points
- Support and role model good practice in the use of tools and techniques for knowledge management
6. Personnel Management
- Support the Project Manager in leading and motivating the project team
- Perform duties of Officer in Charge when delegated
- Ensure that behavioral expectations of team members are established
- Ensure that performance reviews are conducted timely and objectively
- Ensure safety and security for all personnel and comply with UNDSS standards
- Ensures high-quality recording of results, performance, and services of the team and its implementing agencies
| Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) |
| 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. |
Education:
- Advanced University Degree (Master’s degree) preferably in Business Administration, Economics, Project Management, International Relations or related field is required.
- First level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.
Experience:
- Minimum (5) years of experience in programme, project management, support service, partner liaison, business administration focused on monitoring, reporting, development and coordination is required.
- Experience in managing development programmes using results-based management principles and hands-on experience in programme monitoring, evaluation and reporting for documentation of programme results and impact is an asset.
- Experience in project assurance and/or compliance is required.
- Demonstrated knowledge of United Nations rules and procedures in the areas of programme implementation, procurement, finance, and reporting is an asset.
- Experience working on World Bank-funded projects, familiarity with their rules and regulations is an asset.
- Knowledge of Google Suite applications is an asset.
- Prior experience in program oversight including coordination with the relevant stakeholders is an asset.
Language Requirements:
- Fluency (Full Working knowledge) of the English language is required.
Certificate:
- PRINCE2® Basic or Practitioner courses are an asset.
Contract type: Local Individual Contractor Agreement
Contract level: ICS 10/ LICA 10
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Duty Station: Port Moresby, Papua New Guinea
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
The position is open for application only for Papua New Guinea nationals and those who hold valid work permit to work in the country.
- 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.
