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/VA059 Post Title
Project Support Officer (Multiple Positions)
Post Level IICA-Level 2 (International Individual Contractor Agreement) Position status Non-rotational
Project Title Various Org Unit AFO – SDOC
Duty Station Juba, South SUDAN (non-family)
Duration
3 – 12 months
Closing Date
October 03rd, 2011
Background
UNOPS provides project management services for clients in a range of fields where the UN has a mandate. The Sudan Operations Centre was established in 2004 to provide client services throughout Sudan. UNOPS undertakes the implementation of a variety of infrastructure projects in Sudan, including schools, prisons, roads, airstrips, bridges, and railway, process and port infrastructure.
The role of the Project Support Officer (PSO) will be to support the Project Manager by strengthening UNOPS institutional presence and quality of project management, specifically related to the project/s of the Project Manager, in the areas of business development, project planning, reporting, monitoring and evaluation, coordination and project financial management.
Duties and Responsibilities
Reporting to both the Project Manager (on project issues) and the Head of Support Services (on support issues) , Project Support Officer will be responsible for, but not limited to, the following functions and responsibilities:
Project Formulation and Approval • Assist the Project Manager (PM) in reviewing proposals with emphasis on support elements in accordance with UNOPS Policies and Procedures; • Participate in meetings and negotiations with donors and other funding institutions along with the PM or as advised by the PM; • Provide substantive inputs and assist the PM in the preparation/finalisation of documents for PAC approval, ie MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, Implementation Analysis Note (IAN), Project Document, Detailed Project Budget, and Scope of Work. • Support the PM in preparation of Terms of Reference for key international staff. • Review operational budget formats (ATLAS) in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval of Sudan Operations Centre (SDOC). • Proactively coordinate and liaise with SDOC on project acceptance, budget revisions and re-phasals.
Project Implementation • In Coordination with the SDOC Head of Support Services (HoSS) and the HoP advise the PM on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress; • Track activity funds availability upon the submission of requisitions. • Track and advise AM’s and the PM when required to revise budgets (realignment and amendment); • Notify PM of best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs.
Coordination and Liaison • Coordinate with SDOC on contract management, especially for subcontracting, ie issue of Contracts for Works; Contract for labours. • Proactively coordinate/liaise with SDOC on all admin matters related to contract management, project acceptance, Agreements ( MOU/MOA), and support business acquisition;
Operational and Logistic Support • In consultation with the PM, donors and clients, prepare amendments of Agreements and Budget revisions when applicable; • Review input of financial information, expenditures etc in ATLAS. • Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure; • Support development and maintenance of ATLAS based management information systems to ensure real time tracking and asset management of multiple donor activities; • Receive and review Request for Personnel Action (RPA) forms to confirm availability of funds and verification of corresponding Certificate of Approval (CoA) prior to HoSS for final review and approval; • Assist the PM in preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, design of grant funds, organization of training, seminars, etc.), with expert and/or client support as required; • Coordination and participation in recruitment processes together with the Human Resources Unit, including but not limited to preparation of Interview Minutes, Request of Award, issuance of personnel contract and contract management and administration; • Review and amend the HR staffing plan 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; • Maintain records of project files and Activity reports in hard and soft copy. • Prepare budget forecast and periodic financial reports for the Management and donors. • Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts. • Alert PM on shortfalls and over expenditure of operating costs. • Liaise with finance and logistics/procurement cells in tracking commitments and disbursements. • Coordinate with the Logistic officer on all transport, inventory and procurement issues in for direct support of the project and in support of PM. • Provide training support to regional offices and personnel in support services to ensure compliance with FRR and procurements procedures; • Participate in periodic visits to the project sites, and any sub-offices to review compliance with recognized procedures. • Establish and monitor an internal control system.
Project Completion • Assist the PM 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. • Ensure final reports and lessons learned are shared with AM’s and project staff where appropriate. • Review documentation for handover or disposal of assets ensuring appropriate approvals are obtained.
General Duties • Ensure detailed coordination between support services and in support of PM.. • Draft project internal directives in accordance with SDOC and UNOPS rules for submission by the PM. • Ensure detailed coordination between support services and SDOC support sections to ensure compliance with internal directives and procedures. • Attend coordination meetings when requested; • Arrange and host donor and official site visits. Required Selection Criteria
Competencies • Understanding of project frameworks and operations. • Extensive 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. • Ability to interpret financial reports and previous experience with programme financial management, including the budgeting methods, strongly preferred. • 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 programs. • 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 e-mail.
Additional Considerations
- Applications received after the closing date will not be considered.
- Only those candidates who 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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