Role Purpose
The Project Management Support Senior Officer (Operations Senior Officer) supports the effective implementation, coordination and monitoring of project operational activities to ensure successful delivery of results within scope, time, cost and quality parameters. The role provides analytical and operational support in project planning, execution and reporting; contributes to risk and performance management; and ensures timely communication with partners and stakeholders. Through proactive client focus and problem-solving, the Project Management Support Senior Officer (Operations Senior Officer) helps drive efficient project operations and achievement of results in line with organizational and donor/ client expectations.
Functions / Key Results Expected
1. Project Delivery and Performance
- Contribute to the development, execution and updating of detailed implementation plans, ensuring that all project outputs are delivered on time, within budget, and to quality standards.
- Integrate sustainability, social inclusion, and gender equality considerations into all project stages.
- Support full implementation of Health, Safety, Social and Environmental (HSSE) standards across all activities.
- Provide input for the narrative progress reports and other reporting requirements as requested by the Senior Project Manager.
- Coordinate the timely preparation and submission of narrative and financial reports, ensuring compliance with UNOPS and donor/partner standards.
2. Finance and Administration
- Provide support in the management of the Finance and ensures compliance to UNOPS Financial Rules & Regulations and finance procedures, liaise with AFCO Finance and Finance Practice Group as required to resolve issues and challenges;
- Monitors status of project budgets, and ensure that budget revisions are done on time and in line with UNOPS procedures;
- Ensures that all relevant internal and control mechanisms in projects are duly established and implemented;
- Prepare updated financial reports in compliance with reporting requirements to donors, or as specified in the agreement (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc).
- Ensures that UNOPS rules and procedures are fully applied in all project support services and operations areas, including following up on and implementing project audit recommendations.
- Support project internal audits, ensuring documentation and processes meet compliance standards.
- Provide logistical and operational support for missions, workshops, and dialogues, including the preparation of materials and reports
- Oversees the proper recording of all project assets. Ensure timely preparation and submission of periodic inventory reports.
3. Procurement and Contract Management
- Closely monitors and ensures that the Project Purchase Orders (POs) are duly reviewed/closed quarterly.
- Coordinate and supervise services related to travel, event management, administrative surveys, transportation, building/facility/space management, and office supplies.
- Ensure provision of relevant transport services required by the project.
- Raise requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents.
- Make sure that project personnel are provided with the required ICT services and equipment to fulfil their duties and responsibilities in an effective manner.
4. HR and Personnel Administration
- Provide support in the preparation of a learning plan for VCEP Project personnel based on business needs and capacity issues;
- HR Data Sheet Management: Maintain the consolidated Project HR Data Sheet (Forecast Spreadsheet) to track all personnel positions, contract types, and associated financial commitments.
- Leave and Entitlements: Oversee staff leave tracking and entitlements (AL, HL, CSL, USL, RW), ensuring compliance with policies and coordinating updates with the AFCO staff tracker.
- Recruitment Status: Liaise with HR team to monitor the status of recruitments and separations, including managing and tracking detailed hiring timelines.
- Management the personnel under 3rd Party contracts in coordination with HR and Procurement.
- Ensuring that all Project UNOPS Personnel on official duty travel must comply with the UNSMS policies requiring Security Clearances for travel.
5. Knowledge Management
- Participate in knowledge-sharing initiatives and Communities of Practice (CoPs), contributing insights and lessons learned.
- Provide direct supervision of the team members, ensuring effective work planning, prioritization, and delivery of services.
- Facilitate capacity development and learning initiatives to strengthen team capabilities and adapt to evolving operational requirements.
- Support knowledge sharing, process documentation, and continuous improvement initiatives within the Project unit.
Skills
Data Analysis, Financial Reporting, Logistics Management, Project Implementation
Competencies
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational 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.
Education Requirements
Required
Desired
Experience Requirements
Required
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A minimum of 4 years of relevant experience in project management or related areas with a Bachelor's degree.
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A minimum of 2 years of relevant experience in project management or related areas with a Master's degree.
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Demonstrable proficiency in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems.
Desired
Language Requirements
Language Proficiency Level Requirement
English Fluent Required
