Project Management Support

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Description

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Purpose and Scope of Assignment:

This is a position in UNOPS for supporting project(s) under the UN Technology Support Services (UNTSS) portfolio. The Project Management Support – Analyst will focus on the development of new engagements  and will also be responsible for providing effective and efficient support in the areas of reporting, administration, financial management, project management, travel, and procurement to UNTSS’s clients and projects. The incumbent supports UNTSS Project Manager with the day-to-day project implementation, including monitoring of project budgets, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports. Overall, the incumbent will be expected to ensure that the project operations function in line with UNOPS rules and regulations, and its projects are delivered in accordance with their scope, quality requirements, timelines and budgets. The incumbent will report to a UNTSS Project Manager

The incumbent of this position will be a UNOPS personnel and is under its full responsibility.

Functional Responsibilities

The Project Management Support- Analyst will undertake the following activities/responsibilities:

Stakeholder Management:

• Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover products.
• In coordination with the project manager, advise the client on issues that may impact their outcomes (including sustainability issues and post-project requirements such as maintenance).

Business Development:

• Assist in updating the Business Strategy to enhance and grow the portfolio;
• Conduct business development intelligence for potential new opportunities with existing partners  (facilitate assessments of partners’ needs, UNOPS value proposition, etc.).
• Generate content (information/images) for promotional activities,
• Assist in drafting sections of proposals, legal agreements, and concept notes,
• Prepare draft presentations and supporting documents for partner meetings;
• Assist in capturing and monitoring of partner meeting action points and pipeline engagements opportunities.

Delivery and Performance:                                         

• Manage workshop preparation, including travel, procurement, and participants.
• Support the Project Manager on the delivery of assigned work packages.                                    
• Prepare and maintain project files, including internal and external project reports.                        
• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.
• Advise the Project Manager of any deviations from the plan and update plans. Work with the Project Manager to identify and manage risks.

Procedures:

• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.                                      
• Monitor project budget and financial expenditure and all administrative procedures in line with the work- plan.
• Process direct payments and advance requests and prepare project budget revisions.
• Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.                                              
• Support the Project Manager by monitoring budget cash flow and reporting on expense obligations to ensure deliverables are met.
• Alert the Project Manager of any financial shortfalls and over-expenditures. Propose budget revision and initiate corrective action when necessary. Coordinate vendor communications, meetings, and reports as necessary
• Provide substantive inputs to assist the Project Manager in preparing project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• Maintain records of project files and other supporting documents.
• Maintain registers/logs/management and oversight tools delegated by the Project Manager.  

Knowledge Management:                                                  

• Contribute to expertise in tools and techniques.
• Support the compilation of lessons learned as per the defined reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned 
• Support capacity building of personnel

Monitoring and Progress Controls

• Performance Evaluation Review (PER) and meetings with supervisor.

Education/Experience/Language requirements

Education

• First-level university degree (Bachelor’s Degree or equivalent) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline is required.
• An advanced University Degree (Master’s Degree or equivalent) may substitute for the required number of years of experience.

Experience

• Minimum two (2) years of professional experience in project management support and reporting is required.
• Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience in drafting project agreements will be an advantage.

Language

• Fluency English (read, write, speak) is required.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29260

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