Background Information - Job-specific
Functions/Key Results Expected
The Project Management Support Specialist reports directly to the Senior Project Manager who provides broad supervision and has a secondary reporting line to the Head of Support Services who provides technical guidance. The role is responsible for supporting the Senior Project Manager with the day-to-day operations of the project, planning and coordinating implementation activities. He/she maintains a close eye on the operational and financial performance, 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 project reports. The Project Management Support Specialist may often have to work in complex and challenging environments with limited resources.
Functional Responsibilities
Summary of Functions:
1. Project Delivery and Performance
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In coordination with the Senior Project Manager, develop, complete, and update implementation plan(s)
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In coordination with the Senior Project Manager, implement the approved plan (including the establishment of milestones) within tolerances set in Legal Agreement.
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In coordination with the Senior Project Manager, embed sustainability dimensions, including social and gender inclusion, and environmental and economic aspects into project life span.
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Support the Senior Project Manager in managing the production of the required outputs, and support the Senior Project Manager in taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
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In coordination with the Senior Project Manager, ensure that quality of deliverables complies with the quality requirements defined in the Implementation Plan.
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Liaise with any external suppliers or account managers
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Monitor project progress, ensuring that deliverables are being executed properly
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Control project changes
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Accept goods, services, or works delivered by suppliers. Lead contract management duties, including supplier performance evaluation.
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Identify and anticipate in a timely manner potential risks and issues and advises mitigating measures to the Project Executive so that maximum benefit to partner(s) and other stakeholders is achieved
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Identify and report to the supervisor potential project opportunities for UNOPS
2. Procedures
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Comply with all organizational policies and specifically the Project Management Manual
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Prepare/adapt all relevant plans for approval by the Project Executive.
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Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
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Support the Senior Project Manager and other team members to draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
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In coordination with the Senior Project Manager, ensure maintenance of the project files and lessons learned are recorded
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Ensure the development and implementation of project financial management guidelines and control mechanisms in conformity with UNOPS rules and regulations.
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Manage budgets, cash flow, and obligations to ensure deliverables are met and payments to contractors and personnel are received on time.
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Understand and manage UNOPS indirect costs and shared direct costs, and related corporate charges as they apply to the project
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Understand the unique structures of the UN and budget appropriately for personnel
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Manage expenditures against the budget (based on accurate financial reports)
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Act as committing officer and monitor and instruct/request others to carry out the relevant commitments and disbursements.
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For project closure purposes, provide a formal handover of the project to the closure manager
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Support project audit activities, including planning, preparation, and coordination during the audits and follow up on audit observations/recommendations
3. Monitoring and reporting
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Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
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Regularly review project status, evaluating performance criteria (scope, cost, schedule, and quality).
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Maintain diaries and progress reports as required by the organization’s standard procedures.
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Provide routine oversight and analysis of delivery data within the dashboard system.
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Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span
4. Stakeholder engagement
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In coordination with the Senior Project Manager, develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
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Establish solid working relationships with the Senior Project Manager (and his/her team) and Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
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Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
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Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover outputs
5. Quality assurance
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Work with internal stakeholders to ensure projects comply with audit requirements
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Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems
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Coordinate quality reviews of project documents and deliverables
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Provide quality control for management outputs (project documents, reports, etc.)
6. Knowledge management and innovation
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Encourage routine and effective capacity building activities are conducted to build the long-term and sustainable capacity of staff.
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Actively interact with other Project Management Support Specialists and the wider PM community to share case studies, lessons learned, and best practices
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Contribute to the oversight of lessons learned procedures, ensuring that lessons learned are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice
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Research and logging of lessons learned throughout the project life span.
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Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
7. Personnel Management
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Support the Senior Project Manager to lead and motivate the Project team
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Ensure that behavioral expectations of team members are established
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Ensure that performance reviews are conducted fairly, accurately, and timely
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Select, recruit and train the team as required, and take into account gender parity and diversity objectives.
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Support the Senior Project Manager in ensuring safety and security for all project personnel and comply with UNDSS standards
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Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, sexual exploitation, and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.
Background Information - Job-specific
Impact of Results
Project Management Support Specialist directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs, and improving 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
- Advanced University Degree (Master or equivalent) with 5 years of relevant experience; or First-level university degree (Bachelor or equivalent) with 7 years of relevant experience.
Experience
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Relevant Experience is defined as experience in Portfolio Management, Programme Management, Project Development, or Project Management.
Language Skills
