Project Support Officer
The
role can often be required to work in complex and challenging environments with
limited resources.
The
Project Support Officer reports to the Project Manager who provides broad
supervision and guidance. The role is responsible for supporting the Project
Manager with the day-to-day operations of the mission and coordinating mission
progress and implementation.
He/she
maintains a close eye on the operational and financial performance, identifies
probable issues that may need attention, supports in problem analysis and
solution identification as necessary, coordinate resolution as per action-items
assigned, drafting required correspondences to stakeholders concerned and
preparation of mission reports.
Responsibilities
Project implementation
·
Support the Project Manager in
ensuring UNOPS Policies and Procedures, Financial Rules and Regulations
(FR&R) are adhered to for efficient project implementation and progress;
·
Monitor project financials and advise
the Project Manager accordingly;
·
Track expenditure and take relevant
action when required to revise budgets (realignment and amendment);
·
Monitor and record best practices and
innovative approaches within UNOPS FR&R; identify and show alternative
options according to Activity needs;
·
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;
·
Maintenance of all supporting project
financial documents for audit and review processes;
·
Management of work packages within
the project as and when required;
·
Assist the Project manager in
monitoring of the project quality indicators and undertaking monthly assurance
tasks on behalf of the Project Manager.
·
Supervise Project Assistant(s) within
the Team, to ensure work efficiency and quality at all times.
Financial and procurement Management
·
Maintain all supporting project
financial documents for audit and review processes.
·
Ensure accurate data entry into UNOPS
ERP (Enterprise Resource Planning) system.
·
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 budgets, cash flow and reporting on expense obligations to ensure
that deliverables are met.
·
Alert the Project Manager or any
financial shortfalls and over-expenditures.
·
Propose budget revision and initiate
corrective action when necessary.
·
Coordinate vendor communications,
meetings, and reports as necessary
Project monitoring and reporting
·
Provide substantive inputs to assist
the Project Manager in the preparation of project reports
·
and documents.
·
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:
·
Electronic Blue File,
·
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.
Qualifications
·
A Bachelor’s Degree in a relevant
field (e.g. Business Administration, Logistics, Emergency Management,
International Relations) is required.
·
A Master’s degree will be an asset.
·
A minimum of 2 years relevant
experience, specifically in the field of Project Management and/or Operations
Management is required.
·
Experience in humanitarian emergency
operating contexts, including humanitarian coordination mechanisms, donors,
security, and/or operations management is an asset.
·
Experience and demonstrated knowledge
of UN rules and procedures in Procurement, Finance, HR Management and
administrative rules and regulations will be an advantage.
·
Full working knowledge of English is
essential.
·
Fluency in one or more additional
official UNOPS languages is an advantage.
·
PRINCE2® Foundation/Practitioner 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.
How
to Apply
Click
on the below link to apply;
https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=17931#9
https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=17931#9
Procurement & Logistics Specialist
Under
the supervision of the Head of Support Services (HOSS), the Procurement and
Logistics Specialist’s duties and responsibilities will be to:
Responsibilities
Procurement
·
Ensure full compliance of procurement
activities with UNOPS rules, regulations, policies and strategies;
implementation of the effective internal control, proper design and functioning
of a client-oriented procurement management system
·
Process Regional Office or
Operations/Project Centre procurement business mapping and elaborate/establish
internal standard operating procedures in procurement, control of the workflows
in the Procurement Unit
·
Analyze requirements and synthesis of
proposals for cost-saving and reduction strategies
·
Synthesize proposals and
implementation of contract strategy in the Regional Office or
Operations/Project Centre, including tendering processes and evaluation,
contractor appraisal, managing the contract and contractor, legal
considerations, payment conditions, risk assessment
·
Implement the strategic procurement
in the Regional Office or Operations/Project Centre, including sourcing
strategy, supplier selection and evaluation, quality management, customer
relationship management, e-procurement introduction and promotion, performance
measurement
·
Prepare procurement plans for the
office and projects and monitoring of their implementation
·
Implement of proper monitoring and
control of procurement processes including organization of Request for
Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal
(RFP), receipt of quotations, bids or proposals, their evaluation, negotiation
of contracts in compliance with UNOPS rules and regulation
·
Manage procurement contracts and
implementation of the internal control system which ensures that Purchase
orders are duly prepared and dispatched. Timely corrective actions on POs with
budget check errors and other problems
·
Prepare cost-recovery bills for
procurement services provided by UNOPS to other agencies
·
Manage e-procurement module and
development and management of the rosters of suppliers, elaboration of supplier
selection and evaluation, quality and performance measurement mechanisms
Logistics
·
Provide administrative support for
the management of programme assets and expendable items
·
Ensure proper receipting, storage,
issuance, loan, right of use, maintenance, disposal, transfer mechanisms for
programme assets, and expendable items
·
Ensure preparation and submission of
periodic programme assets and expendable reports
·
Write off expendable and
non-expendable equipment in accordance with UNOPS and DPKO policies and
procedures
·
Maintain logistics records
·
Ensure proper usage and maintenance
of programme vehicles
General
·
Coordinate with authorities and
relevant stakeholders in managing the procurement and logistics activities
(e.g. customs clearances, freight forwarding, gaining authorizations, etc.)
·
Ensure record keeping of all
procurement and logistical files in compliance with the UNOPS policies
·
Ensure availability of all supporting
documents for audit and review purposes
·
Provide periodic guidance and
training to the programme personnel on UNOPS procurement and logistics policies
and procedures
·
Synthesize lessons learnt and best
practices in procurement and logistics
·
Manage the procurement and logistics
cells
·
Perform other duties as assigned by
supervisor
Qualifications
*
CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!
·
An advanced university degree
(Masters or equivalent) in Procurement and/or Supply Chain Management, Law,
Commerce, Business Administration, Public Administration, Finance, Economics or
related field; OR
·
A first-level university degree
(Bachelors or equivalent) in Procurement and/or Supply Chain Management, Law,
Commerce, Business Administration, Public Administration, Finance, Economics or
related field with 7 years of relevant experience is required.
·
Relevant experience is defined as
experience in Procurement, Supply Chain Management, or Logistics.
·
Experience in working with a range of
stakeholders in developing and developed countries is desired.
·
Fluency in English (speak, read,
write).
How
to Apply
Please
apply using the following link: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=17969
