Project Management Support Specialist – UNOPS

Job Description

Job categories	Project Management
Vacancy code	VA/2022/B5312/24295
Department/office	AFR, ETMCO, Sudan
Duty station	Port Sudan, Sudan
Contract type	International ICA
Contract level	IICA-2
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	21-Jul-2022 to 03-Aug-2022

 Background Information – Job-specific

The Foreign, Commonwealth and Development Office (FCDO) seeks to support and provide leadership in achieving SDG 6: clean water and sanitation in Sudan. The FCDO Urban Water for Sudan (UW4S) programme is working to improve the population’s health status in the targeted area. 

The UW4S project aims to improve the equity of water supply.  It focuses on holistic planning, provides basic infrastructure, and helps state authorities build their ability to sustainably manage, operate and maintain their water services with improved engagement with citizens. 

Under the first phase of the FCDO project, information on the Port Sudan water supply situation was gathered and analyzed as inputs to the Strategic Investment Plan (SIP). The study resulted in the SIP and planning documents for 14 work packages under three stages; emergency rehabilitation and TA, priority rehabilitation, and long-term interventions.

Background Information – Project

The FCDO UW4S programme- Port Sudan’s component objective is to support sustainable water provision in Part Sudan through strengthening the capacity of the Red Sea Water Corporation.

The desired impact of this project is “Increased stability and reduction of poverty in the targeted urban areas, to be achieved by improving the health and well-being of communities and strengthened state-citizen engagement enables greater stability.” 

FCDO identifies the expected outcomes of the UW4S programme as; 

1) Sustainable and more equitable access to water and improved sanitation and hygiene behavior in urban areas in Sudan, 

2) Increase number of direct and indirect beneficiaries in ICF CCA programmes and

 3) Resources mobilization and coordination with donors

 Functional Responsibilities

The Project Management Support Specialist reports to the Senior Project Manager, who provides broad supervision and guidance. The role is responsible for coordinating and supporting the Senior Project Manager with the day-to-day operations and liaising with the donor, government stakeholders, and working group focal points on all project-related matters.

The Project Management Support Specialist will also maintain a close eye on operational and financial performance, identify probable issues that may need attention, support problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, and draft required correspondences to stakeholders concerned and preparation of reports.  He/She is most likely required to work in complex and challenging environments with limited resources.

The specific responsibilities of the Project Management Support Specialist include;

1. Project implementation

• Preparation and maintaining project files, including internal and external 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 with concerned parties in Khartoum and Addis offices.
• 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 the Project manager to identify and manage risks.
• Ensure update of project status as per UNOPS corporate requirements in one UNOPS.
• Ensure Quality Assurance updates are logically maintained and updated in the system.
• In consultation with the Senior PM, update the project risk management and actions.
• Coordinate with the project HSSE focal person to ensure timely submission of reports into the corporate system.
• Monitor the project implementation as per the project agreement and, assist in compiling and providing the required reports/briefings as per donor requirements, keep close monitoring of donor reporting schedule and templates.
• Review and provide comments on administrative and financial aspects for finalization of contract documentation for undertaking engagement for implementing the activities by stakeholders.
• Liaise with the Admin Associate dealing with HR matters of the Partnership to keep the HR work plan updated with respect to costs and use correct HR cost allocations for preparing financial reports for management, donors, and the Coordinating Board.
• Assist and act as a backup when other team members are out of the office. 

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, 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
• Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations, and standard of accountability, ethics, integrity, and performance.
• Establishment of shortlist of suitable contractors/suppliers/IPs, and the preparation and issue of local tenders/calls for proposal. Evaluation of bids or proposals received and of recommendations for contract awards.
• In consultation with relevant colleagues, review, administer and issue contracts, grants agreements, agreements/amendments.

3. Project monitoring and reporting

• Provide substantive inputs to assist the  Senior Project Manager in preparing 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. Complete and update project documentation in oneUNOPS Projects

ii. Procurement, HR, and Finance files as required by Organizational Directive (OD) 12.

• Manage the compilation, consolidation, and analysis of relevant data.
• Assist the Project Manager in preparing project completion reports and ensuring compliance with contractual obligations.

4. 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) to facilitate activities and improve the quality and relevance of information analysis.
• Participate in meetings with UN agencies, NGO’s and other stakeholders as required.

5. Development and Planning

• In conjunction with the project team, provide appropriate levels of programmatic management and administrative support to the Project Manager regarding all ongoing project activities while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
• Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.
• Ensure proper development, implementation, and, as and when appropriate, amendments of project budgets and staffing resources, ensuring synergies across the different implementing partners.
• Develops and establishes resource tracking systems for use within the project team, complementary to UNOPS’ online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.
• Identifies and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager.
• Provide coaching and mentoring to other project support officers and assist in their smooth onboarding

6. Knowledge management and innovation

• Support the compilation of lessons learned 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.

Impacts of results 

The Project Management Support Specialist directly impacts on achievement of project results by assisting the Senior Project Manager to adhere to project management methods and strategies, reduced risks, cut costs, and improve success rates.  This 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.

 Education/Experience/Language requirements

Education:

• A Master’s Degree in Project Management, Finance, Business Administration, or related field is required. OR
• Bachelor’s degree with an additional two (2) years of relevant work experience may be accepted in lieu of the education requirements outlined above.
  

Certification

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

Experience:

• A minimum of at least five (5) years of relevant professional experience in the field of Project Management is required.
• Previous experience of working within a complex programme environment is an advantage.
• Experience with data analysis, management reporting, project management tools and information management systems is an asset.
• Knowledge of UN rules and regulations regarding grant making, procurement, and financial procedures is an asset.
• Experience in dealing with large financial systems with budgets is an asset.
• Good knowledge of financial management and ERP systems is an asset.
• Experience in financial aspects of programming activities is an asset.

Language Requirements:

• Fluency in written and oral English is required.
• Fluency in one or more additional official UN languages is an advantage.

Skills

• Project Management (5 years) –  required.
• Grant Management (2 years) – required.

 Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

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.

 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
• 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.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks

 Contract type, level and duration

1. Contract type: International Individual Contractual Agreement (IICA)
2. Contract level: IICA-2
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

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