Project Management Support Associate

Job categories Project Management

Vacancy code VA/2024/B5336/28611

Department/office AFR, KEMCO, Malawi

Duty station Lilongwe, Malawi

Contract type Local ICA Support

Contract level LICA-6

Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

Application period 05-Aug-2024 to 31-Aug-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

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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. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  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.

Background Information - Kenya Multi Country Office

Located in Nairobi, Kenya, the Kenya Multi Country Office (KEMCO) manages a growing portfolio of engagements. The KEMCO sub-region currently consists of an established Multi Country Office in Nairobi, Kenya which manages a portfolio of engagements in multiple countries in East and South Africa, including Malawi where UNOPS is physically present. The current portfolio includes transactional projects in partnership with the UN Agencies based in Nairobi and elsewhere in the sub-region, such as UN-Habitat, UNEP, WHO and UNHCR and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe, Mozambique, Zambia and Malawi.

Background Information - Project Information

The Zantchito Skills for Jobs Programme, supports the strengthening and practical implementation of Malawi’s Technical, Entrepreneurial and Vocational Education and Training (TEVET) policy towards economic improvement through human capital development. The Malawi Ministry of Labour (MoL) has set an overall vision for a modern TEVET system led by the government, but working closely with productive sectors and industries and responding directly to the changing competence needs and qualification requirements in the labour market. Utilizing existing colleges, up to four Colleges of Vocational Excellence (CoVEs) will be identified and supported to act as lead colleges for skills development in accordance with labour market needs.

UNOPS’s roles in this programme include the rehabilitation of existing buildings or construction of new buildings for the four TVET centres as appropriate, the procurement of quality workshop equipment (including installation) and the development of a maintenance programme. These activities are funded by the European Commission (EC).

Job-Specific Information

Under the direct supervision of the Project Management Support Senior Officer and under the guidance of the Head of Programme / Programme Management Office-Specialist / Country Manager, the Project Management Support Associate (PMSA) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to UNOPS and stakeholders are in line with defined project objectives. The PMSA will be responsible to provide support for all operational aspects of the project, including but not limited to preparing initial documentations for financial transactions, preparing the reports, and covering all aspects of human resources, procurement, contracting and logistics, administration, outreach and stakeholder coordination in close consultation with the relevant colleagues.

Functional Responsibilities

Summary of functions:

• Stakeholder Management
• Project Delivery and Performance
• Operations and Procedures
• Knowledge building and knowledge sharing

Stakeholder Management:

• Establish positive and fruitful working relationships with all members of the Zantchito Skills for Jobs Programme & the  overall Programme Team, Beneficiaries, and Partners as appropriate, providing support and guidance on specific and general administrative and project undertakings at the appropriate level.
• Interaction with colleagues and partners and undertaking of missions, as may be required, to guide operational issues and outline UNOPS service provision.
• Fostering of partner relationships as primary focal point for assigned tasks

Project Delivery and Performance:

• Support of assigned aspects of project initiation, implementation and closure in full compliance with UNOPS rules and regulations
• Provide support to the overall aspects of project operations related to reporting.
• Provide substantive inputs to assist the supervisor in the preparation of project reports and documents.
• Support the Project Management Support Senior Officer in monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Process direct payments and advance requests and support in preparation of project budget revisions.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Alert the supervisor of any financial shortfalls and over-expenditures, and propose budget revision, and initiate corrective action when necessary.
• Support in the administrative tasks related to management of project inventory, assets, including recording and reporting as per UNOPS rules and regulations.
• Support in maintaining the Electronic Blue File, uploading engagement and project level files on OneUNOPS (ERP) as per the organization’s guidelines for record keeping.
• Provide support with the organization of meetings; prepare minutes and summaries of actions to be taken, and follow-up with focal points.
• Support in the coordination of  vendor communications, meetings, and reports as necessary.
• Provide efficient support in contract management all matters relating to successful supervision and management of contracts and purchase orders.
• Support in the management of the travel plan of the project team, manage travel bookings, and coordinate with relevant colleagues for any travel requirements.
• Support the organization of induction briefings to newly recruited project team members and render support to consultants in the course of their assignment.

Operations and Procedures:

• Follow the Project Management Manual Instructions and ensure awareness of and relevant respect for organizational policy compliance (Organisational Directives and Administrative Instructions).
• Contribute to efficient and effective use of the Zantchito Skills for Jobs Programme, Project Management Office (PMO) and UNOPS tools for monitoring project performance, outputs, and benefits.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Knowledge building and Knowledge sharing:

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
• Publication and sharing of information and knowledge with colleagues, clients and partners.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The effective and successful achievement of results by the Project Management Support Associate directly impacts on achievement of project results by supporting the Country Manager to adhere to project management methods and strategies, reduce risks, cut costs and improve 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.

Education/Experience/Language requirements

Education:

• Completion of Secondary education is required.
• A Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant discipline may substitute for some of the years of experience required

Experience:

• A minimum of six (6) years of relevant experience in administration or programme support service is required.
• Experience working in financial reporting, and implementation of infrastructure projects will be an added advantage.
• Knowledge of ERP (oneUNOPS) systems is an asset
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.  

Language:

• Fluency in written and oral English is required.
• Knowledge of a second UN or regional working language is an asset.

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.

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: Individual Contractor Agreement (ICA)
Contract level: Local ICA Support, LICA 6 (ICS 6)
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

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• This position is based in Lilongwe, Malawi which is a family duty station.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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