United Nations Office for Project Services (UNOPS)

Senior Officer (Project Management Support)

United Nations Office for Project Services (UNOPS)

Job Description

  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

Background Information - Job-specific

The Norwegian Embassy in Nepal has requested UNOPS to assist the Government of Nepal in the reconstruction of earthquake-affected educational facilities. UNOPS proposes to construct 24 new school classroom blocks and toilet blocks in existing damaged schools in the areas of Nepal which have experienced significant destruction and received limited reconstruction help so far. The project is to be implemented from December 2018 to December 2022.

The project includes school selection based on needs and close collaboration with the Government of Nepal’s National Reconstruction Agency and Ministry of Education. The schools selected will be rebuilt to international standards, both from a structural and functional point of view. UNOPS will commit to quality learning spaces which offer all the Government of Nepal-defined Minimum Enabling Conditions (gender inclusion, accessibility, water and sanitation facilities, electricity provision, furniture)

Functional Responsibilities

The Project Management Support Officer (National) will be responsible for the following but not limited to: Project Implementation

●     Supports Project Manager on day-to-day operations of the project and effective management and implementation.

●     Support the Project Manager in ensuring UNOPS Policies and Procedures, Rules and Regulations are adhered to for efficient project implementation and progress; ●     Support Project Manager on drafting and preparation of project documentation, agreements or MoU, presentations and other official correspondence in English and Nepali.

●     Monitor project implementation particularly the Coordination with key stakeholders advise the Project Manager accordingly; ●     Track the progress data, overall situation, risk or any district or field level issue and report and support the Project Manager to take prompt required action.

●     Monitor and record best practices and innovative approaches within UNOPS; identify and show alternative options according to activity needs; ●     Coordination and facilitation of the regular meetings and field trips of the Government and Senior Management and the Donor. It also includes the preparation meeting documents, presentations and relevant information.

●     Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices; ●     Supporting the project planning process; ●     Management of work packages within the project as and when required; ●     Assist the Project Manager in monitoring of the project quality indicators and supporting on monthly assurance tasks; Financial and Procurement Management ●     Support the Project Manager by monitoring budgets, preparing budget forecasts and cash flows and reporting on expense obligations to ensure that deliverables are met; ●     Review monthly reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts; ●     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; ●     In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and ●     Budget revisions when applicable Project monitoring and reporting

●     Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents; ●     Preparation of scheduled reports, highlight reports and timely update of the project information database about any changes in the stakeholders and concerned departments of the Government.

●     Maintain records of project files and other supporting documents; ●     Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager; ●     Support the Project Manager in maintaining the following: (i.) Electronic Blue File and (ii.) Procurement, HR and Finance files as required by Organizational Directive (OD) 12; ●     Manage the compilation, consolidation and Analysis of relevant data of the mission; ●     Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations; ●     As directed by the Project Manager, provide oversight support on project implementation activities as directed by the Project Manager ; Coordination and Liaison

●     Act as a key focal point to liaise, coordinate and communicate with concerned stakeholders, namely the National Reconstruction Authority (NRA), Ministry and the other Government Departments that are linked and required with the project endeavors and communication and reporting to the overall project status, progress, issues and challenges of the project and to seek necessary and appropriate support from respective Government departments.

●     Contract Management of all contracts (Government stakeholders, central to District and local level stakeholders).

●     Liaise with procurements and logistics units in tracking commitments and disbursements; ●     Proactively coordinate/liaise with support units on all administrative matters related to contract management; ●     As directed by Project Manager, liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

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; ●     Contribute to expertise in tools and techniques Operational and Logistic Support

●     Assist the Project Manager in dealing with service providers, consultants and  monitoring HR requirements and related activities under the Project; ●     Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required; ●     Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment; ●     In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team; ●     Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings; ●     Identify operational, administrative, financial and other bottlenecks that may impede project delivery-recommend solutions and take appropriate remedial action in consultation with the Project Manager; ●     Establish and monitor an internal control system for all administrative actions.

●     Support Project Manager in dealing with issues and troubleshooting

Education/Experience/Language requirements

Education:

●  First University degree (Bachelor’s) in Development Studies, Sociology, Operations Management, or other relevant discipline is required.

●  An Advanced University degree in any of the above mentioned areas will be considered an asset.

Experience ●  Minimum two (2) years of experience in the project management support is required.

●  At least 2 year’s proven experience in dealing with Government stakeholders is required.

●  Experience and demonstrated knowledge of UNOPS rules and procedures in Procurement, ●   Experience in humanitarian emergency operating contexts especially in the Nepal post-earthquake context, UN procurement regulations and rules is an asset.

●  Previous experience of providing or coordinating and collaboration with Nepal Reconstruction Authority (NRA), Ministries and Government Departments are highly desirable.

●   Sound and proven knowledge and skills working and dealing with government, partners, district-level authorities and community groups i.e. School Management Committee (SMC) is highly desirable.

●   Experience in information management, Data Analysis and scheduled and highlight reporting is highly desirable.

Language skills ●  Excellent written and oral command of English and Nepali languages is required

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.

Functional competencies

●        Excellent and proven technical, organizational, leadership and teamwork skills.

●        Proven communication and coordination skills working with Government stakeholders, specifically in a post-earthquake reconstruction context.

●        Strong communication and interpersonal skills including the ability to prepare official letters/correspondence, write and translate technical reports in English and Nepali language; ●        Good working knowledge and skills on the Google platform (i.e. Google drive, Google meet, docs, sheets, slides, calendar, contacts and Google forms etc.). Having knowledge and skills to support a team on effective use of these tools is highly desirable.

●        Knowledge of the UN system and familiarity with UNOPS procedures is an advantage.

Additional Considerations

  •  The post is open to Nepali National only.

  • 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.
  • 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
  • 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.
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