United Nations Office for Project Services (UNOPS)

Project Management Support Officer

United Nations Office for Project Services (UNOPS)

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. 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. In its country offices, UNOPS is responsible for managing strategic and operational risks associated with engagements in the country, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results. In Brazil, with funding from the Government of Japan, the office of UNOPS Brazil (BRPC) is procuring critical medical equipment to enhance the healthcare system of the country. In Mexico, UNOPS (MXPO) recently signed an agreement with the Government of Japan to implement a project to enhance the healthcare system of the country through the provision of medical equipment. Therefore, this vacancy is being posted for multiple positions, as we are looking for one professional to work for UNOPS Brazil and one professional to work for UNOPS Mexico. The selected candidate will support the implementation of the project signed with the Government of Japan for the respective country. Functional Responsibilities Under the supervision of the Project Manager, the Project Management Support Officer will be responsible for: 1. Project implementation
  • Preparation and maintenance of project files, including internal and external project reports.

  • Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures

  • Coordinate assigned delivery of work packages and take responsibility for progress.

  • Coordinate and liaise with the Project Manager on the implementation progress.

  • Identify and escalate to the Project Manager of any deviations from the plan and update plans.

  • Work with Project manager to identify and manage risks.

2. Financial and Procurement Management
  • Maintain all supporting project financial documents for audit and review processes.

  • Support the Project Manager to 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.

  • Facilitating processing of direct payments and advance requests and prepare project budget revisions.

  • Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

  • Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

  • Conduct Analysis" id="link" class="link">Financial Analysis to manage and calculate financial shortfalls and over-expenditures.

  • Conduct budget revisions and initiate corrective actions when necessary.

  • Coordinate vendor communications, meetings, and reports as necessary.

3.Stakeholder management, Coordination and liaison
  • Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.

  • Supports the Project Manager in communication between the project and the Government of Japan.

  • Manage communications with stakeholders and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

  • Supports the Project Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

Knowledge management and innovation
  • Actively seeks advice and coordinates donor engagement with the UNOPS Japan Partnerships Liaison Office.

  • Support the compilation of lessons learned as per defined reporting format and the PMM.

  • Actively contribute to building local capacities at every level and opportunity in Project Management Support.

  • Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

  • Contribute to expertise in tools and techniques.

Para leer los términos de referencia en español, por favor, revisar el documento adjunto. Para ler os termos de referência em português, por favor, revise o documento em anexo. Education/Experience/Language requirements Education: The following educational credentials are accepted, in combination with years of relevant experience:
  • University degree (Bachelor's or equivalent) + 2 years of experience

  • Technical degree + 4 years of experience

  • Secondary School diploma + 6 years of experience

  • A minimum of 2 years relevant and progressive professional experience (or more, depending on the academic credentials), specifically in the field of Project Management or Project Management support, preferably with focus on planning, stakeholder management, monitoring and reporting is required.

  • Demonstrated experience in preparing reports for donors and partners is required.

  • Experience in Procurement project delivery is considered an advantage.

  • Previous experience working in Latin America is an advantage.

Language requirements:
  • An intermediate level of English is required.

  • Full working knowledge of Japanese is an advantage.

  • For professionals applying to work for the position of Brazil, an intermediate level of Portuguese is required.

  • For professionals applying to work for the position of Mexico, an intermediate level of Spanish is required.

  • PRINCE2 Foundation or similar certification is an asset.

  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: International Individual Contractor - established as a regular contract which means there is a need for continued service. The contractor will receive monthly payments at the end of each month. Contract level: IICA-1 or LICA-08 (ICS-08) - OPEN TO BOTH INTERNATIONAL AND NATIONAL CANDIDATES Contract duration: Open-ended, linked to the duration of the project. One position available for Mexico City, Mexico (Family Duty Station) One position available for Brasilia, Brazil (Family Duty Station) 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 (CET)

  • Applications received after the closing date will not be considered.

  • Only those candidates that are short-listed for interviews will be notified.

  • Qualified female candidates are strongly encouraged to apply.

  • 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.

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. Background Information - UNOPS UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources. Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines. Diversity With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates. Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands. Additional information TDR_Español_Project Management Support Officer_IICA 1.pdf (224 KB) TDR_English_Project Management Support Officer_IICA 1.pdf (219 KB)
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