Project Management Support - Senior Officer

Job categories Project Management

Vacancy code VA/2023/B5323/26436

Department/office AFR, KEMCO, Kenya

Duty station Lilongwe, Malawi

Contract type Local ICA Specialist

Contract level LICA Specialist-9

Duration Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

Application period 27-Jul-2023 to 10-Aug-2023

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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

Background Information – Kenya Multi Country Office (KEMC)

The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

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Background Information - Job-specific

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. Utilising 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).

The Project Management Support Officer  reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for supporting the Senior Project Manager with the day-to-day operations of the project and coordinating project's progress and implementation. He/she maintains a close eye on the operational, 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. Successful candidates must be able to perform their roles with a high degree of autonomy, establish strong collaborative relationships with support services departments and may be required to supervise or guide the work of other team members.

Functional Responsibilities

Purpose and Scope of Assignment

Reporting to the Senior Project Manager, the incumbent will be responsible for the following:

1. Project implementation

• Advise the Senior Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
• Monitor project financials and advise the Senior Project Manager 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;
• Manage information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices;
• Support the project planning process;
• Maintain all supporting project financial documents for audit and review processes;
• Manage work packages within the project as and when required;
• Assist the Senior Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Project Manager;
• Continuously monitor the project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Project Manager;
• Supervise Project Associates and Assistant(s) within the Team, to ensure consistent work efficiency and quality.

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 Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;
• Alert the Senior 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.

3. Project Monitoring and Reporting

• Provide substantive inputs to assist the Senior  Project Manager 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 Manager;
• Support the Senior  Project Manager 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 related to the project(s);
• Assist the Senior  Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

4. Coordination and Liaison/ Stakeholder Management

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project;
• Pro-actively coordinate and 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;
• Support the coordination and management of communications.

5. Knowledge Management and Innovation

• Support the compilation of lessons learned according to the 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 Logistics Support

• In consultation with the relevant stakeholders, prepare amendments to Agreements and Budget Revisions when applicable;
• Support the Senior Project Manager in progressing Engagements and Amendments through oneUNOPS Projects;
• Review input of financial information, expenditures etc in oneUNOPS ERP;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of UNOPS management 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 Project;
• Assist the Senior Project Manager in monitoring all HR requirements and related activities under the Project.
• Prepare 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;
• Provide 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 Senior  Project Manager, participate in periodic visits to the project sites to review compliance with recognized procedures as required;
• Establish and monitor an internal control system for all administrative actions.

Education/Experience/Language requirements

Education

• A Bachelor’s Degree in Accounting, Business Administration, Project Management, Finance, Development Studies, Economics, Commerce or related field is required.

• A Master’s degree will be an asset.

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Experience

• A minimum of 4 years relevant and progressive professional experience, specifically in the field of Project Management Support is required.
• Experience in the infrastructure project management environment is an asset.
• Experience and demonstrated knowledge of UNOPS rules and procedures in project management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Language Requirements

• Full working knowledge of English is required.
• Knowledge of a second UN or regional working language is an asset.

Certifications

• PRINCE2® Foundation and Practitioner or equivalent will be 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.

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.

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Contract type, level and duration

‍Contract type: Local Individual Contractor Agreement (LICA)
Contract level: Local ICA Specialist ICA 9
Contract duration: Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

This is a local position, it is therefore open to Malawi Nationals


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.

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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