Project Management Support Officer (Roster)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Finance, Human Resources, Procurement
  • Deadline:
    December 22, 2022

JOB DESCRIPTION

Background Information – UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

 

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

 

Background Information – 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.

 

Background Information – Job-specific

Under the overall guidance and direction of the Project Manager, and in close coordination with the Programme Management Office, the Project Management Support Officer (PMSO) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The PMSO will be responsible for monitoring specific administrative and financial transactions, preparing and updating financial reports, providing information and bringing to attention issues related to the project’s support operations. Specific responsibilities and duties include, but are not limited to:

Functional Responsibilities

Provide support to the overall aspects of project operations related to finance, human resources, procurement and logistics, among others.
In consultation with the Project Manager, provide support on all matters relating to financial management and administration in compliance with established procedures, SOPs and the UNOPS Financial Regulations and Rules (FRR).
Provide effective support and accurate guidance to the PM on all issues relating to UNOPS support-service functions.
Ensure accuracy, consistency and applicability of supporting documents (project document, budget, awards, contract validity, No Objection Letters as required, among others).
Prepare payment requests and necessary supporting documents (financial forecasts and/or Project Delivery Reports) for submittal in accordance with project agreements.
Prepare and maintain the operational budget according to UNOPS financial management systems and ensure completeness of required supporting documents.
Liaise with UNOPS support service offices for project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services and assets management.
Ensure all business processes are backed up by required supporting documents and maintain an effective records system.
Ensure conformity of project disbursement requests with UNOPS FRR, work plans and availability of resources/funds for disbursement.
Receive, review and process recruitment requests, certification of payments and other forms of requisitions from the project office, project team or through designated recipients.
Raise 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.
Prepare updated financial reports in compliance with reporting requirements to donors, or as specified in the agreement (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc).
Prepare budget revisions in the system in consultation with the PM and Finance Section.
Provide input for the narrative progress reports and other reporting requirements as requested by the PM.
Prepare the project’s operational and financial completion requirements – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, personnel separation, among others.
Support the effective delivery and implementation of procurement services in coordination with the PM and the Procurement Office and ensure that administration of logistics and assets management are in compliance with established rules and regulations.
Perform any other tasks as may be assigned.

Education/Experience/Language requirements

A.  Education
Bachelor’s Degree in Business Administration, Commerce, Finance, Management, Economics, Accounting, Public Administration or a relevant field. Professional Certificate in a relevant field and/or a Master’s Degree would be an asset.
B. Work Experience
At least 2 years of progressively responsible experience in providing administrative and project operational support in the areas of finance, human resources, procurement, logistics and assets management, among others.
Knowledge of UNOPS/UN rules and regulations preferred.
Prior experience in multi-stage reporting and project support is desirable.
Proficiency in using Google Suite Package (Google Sheets, Google Docs, and Google Presentation) is preferred.
C.  Languages
Excellent knowledge of both written and oral English is required.
Knowledge of Dari/Pashto is desirable.

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.

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, level and duration

 

Contract type: Local ICA

Contract level: LICA-8
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

Additional Considerations

Please note that the closing date is midnight Copenhagen time.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.

UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
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 (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.