Project Management Support - Specialist

Functional Responsibilities
The Project Management Support - Specialist reports to the Project Manager  who provides broad supervision and guidance. The role is responsible for supporting theproject team 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.  The role can often be required to work in complex and challenging environments with limited resources. He/she also act as OIC Project Manager when this one is not present in the country (annual or sick leave, training, etc.)
Summary of functions:

• Project Implementation
• Financial and procurement management
• Stakeholder management, coordination and liaison
• Knowledge management and innovation

Project implementation

• Preparation and maintenance of 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
• Manage assigned delivery of work packages and take responsibility for progress.
• Coordinate and liaise with the Project Manager on the implementation progress.  
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with Project Manager to identify and manage risks.

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: 

i. Electronic Blue File, 

ii. 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.

Stakeholder management, coordination and liaison

• Support the coordination and management of communications.
• Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
• Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

Knowledge management and innovation 

• Support the compilation of lessons learned as per defined reporting format.
• Ensure that Local capacities are built at every level and opportunity for Project 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 

Education

• A Master’s Degree in a relevant field (e.g. Business Administration, Logistics, Emergency Management, International Relations).
• A Bachelor Degree or Certification in Economics, in Project Management, Business Administration, International Relations, Political/Security/Development Studies or other related disciplines with two additional years of relevant professional experience may be considered in lieu of master’s degree.

Experience

• A minimum of 5 years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination is required
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and 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.
• A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Language

• Full working knowledge of French and English is required

Certification

• PRINCE2® Foundation/Practitioner an asset, but required completion within the first 6 months of onboarding.