Project Administration Officer

UNOPS helps its partners in the United Nations system meet the world’s needs for building peace, recovering from disaster, and creating sustainable development. UNOPS is known for its ability to implement complex projects in all types of environments around the globe. In an effort to promote organizational excellence, UNOPS seeks highly qualified individuals for the following position:

Vacancy Details

Vacancy Code
UNOPS/2011/SDOC/CSS/VA055 Post Title
Project Administration Officer (Multiple Positions)

Post Level IICA – Level 2 (International Individual Contractor Agreement) Position status Non – rotational Project Title USAID Rapid Project Org Unit AFO – SDOC

Duty Station Juba, South Sudan (non-family)

Duration
6 – 12 months

Closing Date
September 23rd, 2011

Background

The United Nations Office of Project Services (UNOPS) – Sudan Operations Centre (SDOC) is based in Juba. Current SDOC operations are largely focused on assisting partners with the implementation of physical infrastructure projects including designing, constructing and rehabilitating roads and bridges, schools, clinics, and Government and Ministry offices. SDOC also procures goods and services for a number of partners and provides logistics and operational support to institutions in Sudan with the overall objective to build peace and to promote the implementation of the CPA. UNOPS – SDOC works with various United Nations partners including the Food and Agriculture Organisation (FAO), the United Nations Development Programme (UNDP), and the United Nations Children’s Fund (UNICEF) as well as other donors, including the United States Agency for International Development (USAID), the European Union (EU), the Department for International Development (DFID), the World Bank and the Multi Donor Trust Fund (MDTF), amongst others. UNOPS – SDOC will shortly commence a new multi-year programme, funded by USAID, for Responsive Assistance for Priority Infrastructure Development (RAPID). The programme will include a wide range of different infrastructure projects, including schools, roads, bridges, water supply and sanitation, government buildings, airstrips and others, across the whole of South Sudan. The role of the Project Administration Officer will be to support the Programme/Project Manager by strengthening UNOPS institutional presence and quality of project management, specifically related to the project/s of the RAPID programme, in the areas of project administration, project planning, coordination, documentation, asset management and day to day financial issues.

Duties and Responsibilities

Reporting to the Programme/Project Manager, the Project Administration Officer will be responsible for, but not limited to, the following functions and responsibilities:

Project Administration • Maintenance of filing and documentation with the projects; • Assisting in preparation of completion reports, clearance of ARL’s and handover of assets, with specific focus on audit requirements to ensure the contractual obligations are fulfilled and, if necessary, arrange for independent project evaluations; • Manage minor supply contracts (for fuel supply, stationary provision, vehicle servicing, utilities etc); • Manage minor procurement processes (for fuel supply, stationary provision, vehicle servicing, utilities, minor purchases for all project activities); • Prepare and coordinate the supply and management of consumables on behalf of the projects; • Organization of training, seminars, project opening ceremonies, hosting of donor and beneficiary visits, site inspections, etc.

Asset Management • Create and maintain project asset registers in coordination with Logistics; • Review documentation for handover or disposal of assets ensuring appropriate approvals are obtained; • Manage and maintain all project assets, including maintaining project vehicle feet, repair works, service and fuel.

Financial Management • Manage all day to day project finances, petty cash, operational advances etc.; • Extensive coordination with UNOPS support department in regard to any financial and project operations issues; • Administer operations advances and petty cash for all project activities in accordance with UNOPS rules and regulations; • Raise requisitions on behalf of the projects for all processes (i.e. HR, assets, works contracts, etc); • Liaise with Finance department and Procurement/Logistics departments in tracking commitments and disbursements; • Maintenance and preparation of documentation for Audit purposes and support Auditors during any on-site and off-site audits; • Assist with preparation of project budgets in Atlas, including budget revisions and re-phasals; • Advise the PM on UNOPS Policies and Procedures, Financial Regulations and Rules (FR&R) and other requirements for efficient project implementation and progress; • Review input of financial information, expenditures etc in ATLAS; • Monitoring of the Management Workspace for data quality issues (POs and Vouchers in error etc);

Staff Management/Administration • Manage a national Project/Logistic Assistant, national Procurement Officer and project drivers; • Provide support to all project staff, both in Juba and in the field, in administrative issues and liaison with support departments in SDOC, especially HR; • Coordinate and organize project staff movements, including obtaining appropriate security clearance, MOPs, travel bookings etc.; • Assist HR section to coordinate with newly recruited staff, including organization of staff briefings, accommodation arrangements, provision of project assets (radio, laptops, cameras, GPS, survey equipment, vehicles etc); • Administer all project related COPs and DSA claims in order to ensure all supporting documents are provided before handing them to Support Services staff for processing; • Travel to project field offices to pay field staff salaries, DSA claims and operational advances.

Perform any other duties deemed necessary by the Project Manager. The incumbent will be responsible to abide by the security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Required Selection Criteria

Competencies

• Understanding of project frameworks and operations. • Knowledge of finance and budget monitoring. • Excellent communication skills and a demonstrated approach to practical problem solving. • Ability to motivate and build a team working environment to support organizational goals. • Self motivated with an ability to accept responsibility and accountability for decisions and actions. • Ability to work long hours in fast-paced, often stressful environment. • Ability to work in demanding cultural context with transitional government partners, under challenging physical conditions and poor national infrastructure. • Highly motivated with a positive attitude and problem-solving approach. • Computer literacy and working knowledge of Microsoft Office programmes. • Knowledge of UN core values, rules and regulations.

Education/Experience/Language

• Master’s degree in Management, Business Administration, International Relations, Development Studies or other related field. (Additional 2 years of relevant work experience, preferably in combination with a relevant bachelor’s degree, may substitute for the requirement for a master’s degree). • Certification in project management (PMP or Prince2) is an advantage. • Knowledge of the project management and finance module in UNOPS’ ERP System Atlas desired. • Competent in the use of all commonly used computer software – spreadsheets and other computer programs. • Minimum 5 years of related experience. • Direct experience in infrastructure projects in East Africa; or comparable climate and cultural context is an advantage. • Professional experience in an international organization and/or in post-conflict environments/developing countries. • Previous experience with infrastructure programs is an advantage. • Experience in project management is desirable. • Knowledge of the UN system and familiarity with UNOPS procedures highly desirable. • The candidate must be thoroughly proficient in written and spoken English.

Submission of Applications

Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), via e-mail to vacanciesSDOCInt@unops.org. Kindly indicate the vacancy number and the post title in the subject line when applying by email.

Additional Considerations

  • 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 reserves the right to appoint a candidate at a level below the advertised level of the post.

For more information on UNOPS, please visit the UNOPS website at www.unops.org.

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