Project Management Support Officer

Established in 2009, Horn Of Africa Multi-country office (HAMCO) sub-region currently consists of an established Operation Centre in Addis Ababa which manages a portfolio of engagements in four (4)  Horn of Africa countries  (Ethiopia, Djibouti, Sudan and South Sudan).  HAMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services across a wide range of sectors including Health, Education, Agriculture, Resilient infrastructure, among others.

The Project Management Support Officer reports to the Project Management Support Specialist who provides broad supervision and guidance. S/he will support the project management support specialist with the day-to-day operations of the mission and coordinating mission progress and implementation.  The incumbent 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.  S/he can often be required to work in complex and challenging environments with limited resources.

Under the direct supervision of the Project Management Support Specialist, the Project Management Support Officer will be responsible for the following summary of functions:

Summary of functions:

1. Project Implementation
2. Financial and procurement management
3. Project Monitoring and Reporting
4. Coordination and liaison
5. Knowledge management and innovation
6. Operational and logistical support

1.     Project implementation

• Support  the Project Management Support Specialist 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 Management Support Specialist 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 management support specialist in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the project management support specialist.
• Supervise project assistant(s) within the team, to ensure work efficiency and quality at all times.

2.     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 Management Support Specialist by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the Project Management Support Specialist or any financial shortfalls and over-expenditures.
• Propose budget revision and initiate corrective action when necessary.
• Coordinate vendor communications, meetings, and reports as necessary

3.     Project monitoring and reporting

• Provide substantive inputs to assist Project Management Support Specialist 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 Management Support Specialist.
• Support the Project Management Support Specialist in maintaining the following:

                            i. Electronic Blue File,
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 Management Support Specialist in the preparation of project completion reports and ensure compliance with contractual obligations.

4.     Coordination and Liaison

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the projects;
• Pro-actively 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;

5.     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;

6.     Operational and Logistic Support

• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;
• Review input of financial information, expenditures etc in One UNOPS;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of 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 projects.
• Assist the Project Management Support Specialist in monitoring all HR requirements and related activities under the project.
• 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;
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Supervise 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;
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and activity reports in hard and soft copy;
• Prepare budget forecasts 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
• On behalf of the project and as directed by the project management support specialist, participate in periodic visits to the project sites to review compliance with recognized procedures.
• Establish and monitor an internal control system for all administrative actions
• Perform other duties as assigned by the Project Management Support Specialist.

Impact of Results 

The Project Management Support Officer directly impacts on achievement of project results by assisting the Project Management Support Specialist to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates.  This consequently reinforces the visibility and image of  UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Work experience

• A minimum of two (2) years relevant experience, specifically in the field of Project Management or Operations Management, and/or in a combination of both with a focus on monitoring or reporting or development or coordination, or other relevant activities is required.
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms and/or donors and/or security and/or operations management is an asset.
• Experience and demonstrated knowledge of UN rules and procedures in procurement and/or finance and/or HR Management and/or administrative rules and regulations will be an advantage.
• Skills in budget preparation, financial reporting, coordination and report writing is an asset.
• Working experience in Ethiopia will be an added advantage.

Language

• Fluency in written, speaking and reading English is required.
• Knowledge of another UN official languages is an asset.