Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Project-Specific Information

The Infrastructure for Basic Human Needs in Afghanistan (IBN) project is an initiative aimed at promoting social and economic development at the local level within Herat province, an area significantly affected by a series of earthquakes in October 2023. This project is committed to the construction and rehabilitation of critical community infrastructure, prioritizing aspects such as safety, earthquake resilience, and adherence to the “building back better” philosophy, all while maintaining respect for the local cultural context. Additionally, the project contemplates employing the “Cash for Work” implementation modality as a strategic measure to revitalize livelihoods and stimulate economic activity in the region.

The Project Management Support Specialist reports directly to the Senior Project Manager who provides broad supervision and has a secondary reporting line to the Head of Support Services who provides technical guidance. The role is responsible for supporting the Senior Project Manager with the day-to-day operations of the project, planning and coordinating implementation activities. He/she 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 project reports. The Project Management Support Specialist may often have to work in complex and challenging environments with limited resources.

S/he must be able to undertake the below duties and responsibilities:

1. Project Formulation and Programme management support
2. Project Implementation, Delivery and Performance
3. Financial and procurement management Procedures
4. Stakeholder engagement
5. Quality Assurance
6. Knowledge management and document management
7. Monitoring and reporting
8. Personnel Management

1. Project Formulation and Programme management support

• Draft proposals, project budgets, work and financial plans in accordance with UNOPS Policies and Procedures.
• Review the operational aspects of proposed projects and analyze implementation arrangements for soundness, feasibility and cost implications.
• Set up projects in ERP, follow the process required to obtain HQ approvals
• Coordinate delivery of work packages, identify and escalate to the Project Manager any deviations from the approved plans
• Maintain and update implementation plans, identify and escalate risks as relevant
• In consultation with the Senior Project Manager, provide support and guidance on all issues relating to UNOPS financial management procedures, administrative guidelines and SOPs.
• In collaboration with relevant personnel, establish monitoring mechanisms to measure delivery against targets outlined in the funding agreement.
• Track programme results against targets, alert relevant management if delivery is not on track, compile data and draft reports to internal and external stakeholders and support the management team to prepare for internal reviews.
• Prepare, and provide editing support for, high quality summary and analytical reports including, but not limited to, project reports, annual reports, situation reports, briefing notes, and UN reports.
• Prepare written summaries of meetings/visits and ensure relevant team members implement follow-up actions, as appropriate; research and prepare analytical, and sometimes sensitive, documents for the management team.
• Initiate and obtain approval for changes in project components to attain project objectives more effectively (and negotiate for additional funds if needed) or when necessary for the project extension.

1. Project Implementation, Delivery and Performance

• Provide support to the overall aspect of Finance, HR, Procurement and Logistics related matters of the Cost Recovery.
• Comply with all organizational policies and specifically the Project Management Manual
• Prepare/adapt all relevant plans for approval by the Project Executive.
• Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
• Ensure the development and implementation of project financial management guidelines and control mechanisms in conformity with UNOPS rules and regulations.
• Manage budgets, cash flow, and obligations to ensure deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage UNOPS indirect costs and shared direct costs, and related corporate charges as they apply to the project.
• Understand the unique structures of the UN and budget appropriately for personnel
• Manage expenditures against the budget (based on accurate financial reports).
• Act as committing officer and monitor and instruct/request others to carry out the relevant commitments and disbursements.
• For project closure purposes, provide a formal handover of the project to the closure manager.
• In coordination with the Senior Project Manager, ensure maintenance of the project files and lessons learned are recorded.
• Prepare budget revisions in oneUNOPS and provide all necessary documents to the Senior Project Manager.
• Prepare draft financial reports and schedules on the UNOPS accounts and provide periodical and/or ad hoc financial reports to UNOPS and clients (i.e. project delivery reports, financial monitoring reports and progress reports, etc).
• Coordinate submission and verification of financial reporting inputs for the consolidation of monthly and quarterly reporting inputs.
• Support the applications of policies, practices and procedures associated with the overall implementation of the Project.
• In coordination with the Senior Project Manager, develop, complete, and update implementation plan(s).
• In coordination with the Senior Project Manager, implement the approved plan (including the establishment of milestones) within tolerances set in Legal Agreement.
• In coordination with the Senior Project Manager, embed sustainability dimensions, including social and gender inclusion, and environmental and economic aspects into project life span.
• Support the Senior Project Manager in managing the production of the required outputs, and support the Senior Project Manager in taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• In coordination with the Senior Project Manager, ensure that quality of deliverables complies with the quality requirements defined in the Implementation Plan.
• Liaise with any external suppliers or account managers
• Monitor project progress, ensuring that deliverables are being executed properly
• Accept goods, services, or works delivered by suppliers. Lead contract management duties, including supplier performance evaluation.
• Identify and anticipate in a timely manner potential risks and issues and advise mitigating measures to the Project Executive so that maximum benefit to partner(s) and other stakeholders is achieved.
• Identify and report to the supervisor potential project opportunities for UNOPS.

1. Financial and procurement management Procedures

• Maintain all supporting project financial documents for audit and review processes.
• Support project audit activities, including planning, preparation, and coordination during the audits and follow up on audit observations/recommendations.
• Prepare payment requests and necessary supporting documents (Financial forecasts and/or PDRs) for submission in accordance with the Business Cases.
• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure accuracy of supporting documents.
• Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, procedures, the project work-plan and availability of financial resources/budget.
• Monitor all financial aspects of project implementation and the desired outcomes within the budget; identify operational and financial problems and find workable solutions.
• Make contract related payments, update records and information in line with other UNOPS departments involved. Ensure that all payment documents are processed in a timely manner.
• Prepare procurement plans on annual bases or upon request in consultation with the Senior Project Manager and relevant units, make recommendations and do follow ups.
• Raise vendors and requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents.
• Commit funds through purchase orders (PO) in the financial system in accordance with SOPs.
• Support the Senior Project Manager and other team members to draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.

1. Stakeholder engagement

• In coordination with the Senior Project Manager, develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
• Establish solid working relationships with the Senior Project Manager (and his/her team) and Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
• Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover outputs.

1. Quality Assurance

• Work with internal stakeholders to ensure projects comply with audit requirements.
• Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems.
• Coordinate quality reviews of project documents and deliverables.
• Provide quality control for management outputs (project documents, reports, etc.).

1. Knowledge management and document management

• Encourage routine and effective capacity building activities to build the long-term and sustainable capacity of staff.
• Actively interact with other Project Management Support Specialists and the wider PM community to share case studies, lessons learned, and best practices.
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learned are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice.
• Research and logging of lessons learned throughout the project life span.
• Maintain records of project files and other necessary project documents such as documentation of decisions and actions taken on project issues.
• Identify, contribute to, record and share the ongoing development and implementation of best practice, lessons identified, and innovative approaches to improve overall project performance.
• Contribute to the management and upkeep of risk management and issue management logs and processes.

1. Monitoring and reporting

• Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule, and quality).
• Maintain diaries and progress reports as required by the organization’s standard procedures.
• Provide routine oversight and analysis of delivery data within the dashboard system.
• Ensure all project team members track and regularly update milestones and targets for the duration of projects’ life span.

1. Personnel Management

• Support the Senior Project Manager to lead and motivate the Project team.
• Ensure that behavioral expectations of team members are established
• Ensure that performance reviews are conducted fairly, accurately, and timely
• Select, recruit and train the team as required, and take into account gender parity and diversity objectives.
• Support the Senior Project Manager in ensuring safety and security for all project personnel and comply with UNDSS standards
• Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, sexual exploitation, and abuse.
• Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.
• Ensure the effective planning, recruitment and development of a flexible workforce with the skills and competencies needed to ensure optimum performance, and ensure gender and geographical diversity.
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).

Education

• An advanced university degree (e.g. Master) in Business Administration, Development Studies or related field (e.g. International Relations), preferably with a focus on project management and finance.or other related field is required. A first-level university degree (e.g. Bachelor) in the abovementioned fields in combination with two (2) additional years of relevant work experience, or a secondary education (e.g. High School) in combination with a total of eleven (11) years of relevant work experience may be accepted in lieu of the advanced degree.
• PRINCE2 Foundation and Practitioner Certifications are highly desirable.
• A project management certification (PMP or similar) is an advantage.

Experience

Required:

• Candidates must meet the following minimum years of experience in operations, logistics, procurement, and management, with a focus on monitoring, reporting, development, and coordination in a public sector organization:
  • 5 years of relevant experience with an advanced university degree (e.g., Master’s degree).
  • 7 years of relevant experience with a first-level university degree (e.g., Bachelor’s degree).
  • 11 years of relevant experience with a secondary education qualification (e.g., High School diploma).

• Experience working in developing countries is required.

Desirable:

• Experience in project and programme management is an asset
• Prior experience working in international organisations, international development, post-disaster and/or emergency contexts would also be an advantage.
• Previous experience with UNOPS is a strong advantage.
• Experience working in Afghanistan is appreciated.

Language Skills

• Fluency in English is required.
• Knowledge of another official UNOPS language is an asset.

Contract level: IICA2
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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. 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.