Project Management Support Associate

January 25, 2022

Job Description

the United Nations Office for Project Services (UNOPS)

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.
We are recruiting to fill the position below:
Job Title: Project Management Support Associate
Vacancy Code: VA / 2022 / B5316 / 23257
Location: Abuja, Nigeria
Job Categories: Project Management, Programme Management
Department/office AFR, GHMCO, Nigeria
Contract type Local: ICA Support
Contract level: LICA-7
Duration: Open-ended
Background Information – Job Specific

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 organisations.  With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.
The Federal Republic of Nigeria (FRN) has obtained a loan from the Islamic Development Bank (IsDB) for the financing of certain goods and assets pertaining to the support of Malaria Elimination in Nigeria, specifically in Four (4) States of the Federation and the Federal Capital Territory; namely Bayelsa, Edo, Enugu, Kogi and the Federal Capital Territory. On account of the Agency Agreement with the Bank, the FRN has agreed to adopt a single source procurement process for the acquisition of certain malaria commodities by UNOPS. In this regard, UNOPS is being requested to procure the following goods for the National Malaria Eradication Program of Nigeria: Insecticide treated nets, Malaria Drugs (including Artemisinin-based Combination Treatment -ACTs), Malaria Test Kits, Examination Gloves.
The United Nations Office for Project Services (UNOPS) is looking for an experienced Project Support Associate to work with our team across Nigeria.
Whether it’s fighting Ebola by securing works contracts for new isolation wards, procuring life-saving medical equipment for the most vulnerable or helping establish West Africa’s largest renewable energy micro-grids, the work you do at UNOPS is about building a future we all can believe in.
If you have experience leading teams, are excited to expand our sustainable project management initiatives, are great at facilitating technical teams to develop specifications, are always ready to get hands on with the work and can lead partners through best practice in project management planning at Prince 2 Foundation certification level, then this is your opportunity.

Functional Responsibilities
Under the overall oversight of the Head of Programmes, and reporting directly to the assigned Project Manager(s), the Programme Support Associate will support the Project Manager(s) with duties and responsibilities covering the following disciplines:

Project Implementation
Financial and procurement management
Project Monitoring and Reporting
Coordination and liaison
Knowledge management and innovation
Operational and logistical support

Project implementation:

Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress;
Monitor 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;
In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;
Facilitate information flows and overseeing change controls, risk registers and issue management; document and feedback learned and best practices;
Supporting the project planning process;
Supports the monitoring and 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

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.
Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.

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:

Project Document Archive,
Procurement, HR and Finance files as required by Organizational Directive (OD)

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

Coordination and Liaison:

Supports the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations;
Proactively coordinate/liaise with support units on all administrative matters related to contract management;
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:

Review input of financial information, expenditures etc. in oneUNOPS;
Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking and asset management under the project activities;
Liaise with the Finance Unit to process and monitor all payment requests within the Project
Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
Supports the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required;
Supports the organization of induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
Support and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team;
Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings;
Maintain records of project files and reports according to UNOPS document management guidelines;
Supports the preparation of budget forecast and periodic financial reports as requested;
Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action;
Upon instruction of project manager, undertake field missions as required
Establish and monitor an internal control system for all administrative actions

Education / Experience / Language Requirements
Education:

Completion of secondary school is required.
A Bachelor's Degree in a relevant field (e.g. Business Administration, Marketing, Logistics, Emergency Management, International Relations) would be a significant asset.

Work Experience:

7 years of relevant experience at the national or international level in the field of Project Management, Logistics, Procurement, Fleet Management or related field including supply chain operations with at least 2 years’ experience in distribution and/or fleet management role.
Proficiency in computers and office software packages (MS Office) and/ or Google Suite applications and experience in handling of web-based management systems is required.

Language Requirements:

Full working knowledge of English is essential.
Knowledge of another official UNOPS language is an asset

Certification:

PRINCE2 Practitioner Certification is highly desirable.
MSP certification (Foundation and/or Practitioner) is an advantage.

Functional competencies:

Attention to Detail
Planning and organization skills
Teamwork
Strong analytical skills

 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: Local Individual Contract Agreement (LICA)
Contract level:  LICA 7/ ICS 7
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance'.

Application Closing Date
7th February, 2022.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Additional Considerations

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
Abuja is a family duty station
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. 

To apply for this job please visit jobs.unops.org.

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