JOB DESCRIPTION

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners” peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Project Specific Information

The European Union (EU) is working to strengthen Somalia”s state-building, democratization, federalization, security, and rule of law efforts, building on previous work done by the United Nations Office for Project Services (UNOPS) via the EU Partnership Coordination Facility Project “Phase I and II ” from February 2018 to October 2024. The new initiative, titled “EU Governance Facility Project for Somalia” is designed to be flexible and responsive to current and future governance needs in Somalia. This includes supporting federal elections and related political dialogues, reconciliation efforts, and the upcoming administration”s reform agenda, among other governance priorities. UNOPS has been tasked by the EU to execute this dynamic, demand-driven program that will adapt to shifting governance needs. The initiative will supplement funding from other donors like the UN Peacebuilding Fund and international partners, particularly in supporting federal elections and inclusive politics in Somalia.

Job Specific Information

Under the overall guidance and supervision of the Project Management Support Officer reporting to the Senior Project Manager, the incumbent performs in delivering technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Project Management Support Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner. She/he directly impacts on achievement of project results by assisting the Project Management Support Officer to adhere to project management methods and strategies. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

1. Project Monitoring and Reporting
2. Project Implementation
3. Operational and Logistic Support
4. Knowledge Management and Innovation

1. Project Monitoring and Reporting

• Support the Project Support Officer in maintaining the following:
• Electronic Blue File,
• Upload on oneUNOPS (ERP) engagement and project level files
• Maintain Monthly Team work plan, monthly portfolio reports and stage plans
• Provide inputs in the preparation of project reports and documents.
• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.
• Enter data in oneUNOPS Project (UNOPS risk, lessons and issues management tool)
• Record the following logs and upload relevant information on oneUNOPS: Configuration Item Records, Risk Log, lessons and all other registers/logs delegated by the Project Manager
• Support on the compilation and consolidation of relevant data for regular portfolio reports and stage plans.
• Take minutes of regular team meeting and follow up on action points

2. Project Implementation

• Support the Project Management Support Officer in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
• Maintain project tracking sheet and alert the Project Management Support Officer on project end date and reporting requirements of projects.
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs.
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.
• Facilitate information flows and support in managing risk registers and issues
• Support the documentation of lessons learned and best practices
• Assist the project planning process
• Prepare draft Pro Forma and client Project Agreements as per the input received from procurement team
• Follow up with partners on project agreement signing, information required for project closure and fund transfer requests

3. Operational and Logistic Support

• Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building trainings
• In consultation with the Project Management Support Officer, prepare amendments for Project Agreements and budget revisions when applicable;
• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management of multiple donor activities;
• Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues in for direct support of the project and in support of Project Management Support Officer.
• Manage the travel plan of the Procurement Portfolio Team, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel.

4. Knowledge Management and Innovation

• Support the compilation of lessons learned as per defined reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Support and ensure that Local capacities are built at every level and opportunity for Project Support.
• Maintain records of project files and activity reports in hard and soft copy.

Impact of Results:

The effective and successful achievement of results by the Project Management Support Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education

• Completion of secondary school with 6 years of experience is required.
• Professional or Technical Diploma in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant disciplines with four (4) years of relevant professional experience may be accepted
• Bachelor’s Degree in Business in the above-mentioned areas or other relevant discipline with two (2) years of relevant professional experience may be accepted.
• A Master”s Degree in the above-mentioned areas or other relevant discipline will be an asset but it is not required.

Certification: PRINCE2® Foundation is an asset

Experience

• A minimum of six (6) years of relevant work experience (or less, depending on academic credentials) in the field of project management support which must include experience in monitoring, recording, reporting, and coordination in a national or international organization is required.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.

Language Requirements

• Fluency in English Language (i.e. writing, reading and speaking) is required.

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: Local Individual Contract Agreement (LICA)

Contract level: ICS 6 / LICA 6

Contract duration: Open -ended Ongoing contract

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.
• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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.

Africa Region

Based in Copenhagen, Denmark, the Africa Region supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources.

AFR helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Somalia Country Office:

UNOPS Somalia Country Office (SOCO) has had a solid and continuous in-country expert presence successfully implementing programs since the mid-1990s, where it is currently undertaking various projects and initiatives in close collaboration with the Federal Government of Somalia (FGS), Federal Member States (FMS) and partners from the global donor community. UNOPS’ projects in Somalia focus on several key sectors that include infrastructure development, institutional capacity building, project management, advisory services, and procurement services. These projects cut across multiple sectors, including education, healthcare, national security, law enforcement, immigration services, justice, transport, and public works among others. UNOPS work in Somalia is geared towards driving growth and development in the country, a process that requires developing a close relationship with the FGS and the other development partners.

Through its involvement in Somalia’s development process, UNOPS is providing transparent and accountable solutions in the country’s state and nation-building process. In addition, UNOPS is also committed to implementing the United Nations Strategic Framework Somalia 2017 – 2020, with the aim of helping Somalia achieve the Sustainable Development Goals. UNOPS work within the context of these commitments means that the projects it implements in Somalia are specifically designed to provide long-term solutions in the country, leading to sustainable and inclusive growth.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect.

To succeed here, he/she need to be able to combine creativity with the organizational skills to manage numerous different projects to tight deadlines simultaneously, as well as working with the different units to meet their expectations.