Project Management Support – Senior Officer – UNOPS

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Project Management Support – Senior Officer
Job categories	Project Management
Department/office	AFR, ETMCO, Sudan
Duty station	Khartoum with frequent travel to project locations, Sudan
Contract type	Local ICA Specialist
Contract level	LICA Specialist-9
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	17-Oct-2022 to 30-Oct-2022

 Functional Responsibilities

The UNOPS ETMCO, Sudan office has in the recent past signed MOUs with Donors, Government and other UN agencies to implement projects on Infrastructure, Procurement and Human Resources Management. Recently, the ETMCO Sudan office has signed an agreement with United Nations integrated Transition Assistance Mission in Sudan (UNITAMS) to provide support services to the PCC in Darfur states /To efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS ETMCO, Sudan office is in need of an experienced Project Management Support Senior Officer. The Project Support Management Support Senior Officer will work under the direct supervision of the Country Manager in UNOPS ETMCO, Sudan office and will be assigned to UNITAMS specific project portfolio based in Khartoum and with travel to project locations.  S/he will be responsible for, but not limited to, the following functions and responsibilities:

1. Project Formulation and Approval
2.  Project Implementation
3.  Coordination and Liaison
4.  Operational and Logistic Support
5.  Project Completion
6. Project donor and corporate reporting

1.Project Formulation and Approval

• Assist the Country Manager, HoP and Business Development Specialist in reviewing proposals with emphasis on support elements in accordance with UNOPS Policies and Procedures.
• Participate in meetings and negotiations with donors and partners along with the CM/HoP or as advised by the CM/HoP.
• Provide substantive inputs and assist the CM in the preparation/finalization of documents for approvals, ie Letters of Agreement or Exchange of Letters (EOL) with clients.
• Project document, detailed project budget, and scope of work.
• Finalize Projects in the OneUNOPS project system.
• Review operational budget formats in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval. 
• Proactively coordinate and liaise with IPAS/HQ on project acceptance, budget revisions and rephrases.

2. Project Implementation

• In Coordination with the ETMCO Head of Support Services (HoSS) and the head of Programme  (HoP) advise the CM/PE on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress.
• Track activity funds availability upon the submission of requisitions. Track and advise PE/PM when required to revise budgets (realignment and amendment).
• Notify CM/PE of best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs.
• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices to the Head of Program.
• Supporting the project planning process;
• Maintenance of all supporting project financial documents for audit and review processes.
• Management of UNITAMS project and/or work packages as required.
• Continuous monitoring of the project quality indicators and monthly health check of the supported projects to the PE/PM.

3. Coordination and Liaison

• Coordinate with HoSS on contract management, especially for subcontracting, ie issue of contracts for works and services
• Proactively coordinate/liaise with HoSS on all admin matters related to contract management, project acceptance, Agreements( MOU/MOA), and support business acquisition;

4. Operational and Logistic Support

• In consultation with the PE/CM, donors and partners, prepare amendments of Agreements and Budget revisions when applicable.
• Review input of financial information, expenditures etc in ONEUNOPS.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Support development and maintenance of WEB based management information systems to ensure real time tracking and asset management of multiple donor activities.
• Receive and review Request for Personnel Action (RPA) forms to confirm availability of funds and verification of corresponding Certificate of Approval (CoA) prior to HoSS for final review and approval.
• Assist the PE/CM in preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, design of grant funds, organization of training, seminars, etc.), with expert and/or client support as required; Coordination and participation in recruitment processes together with the Human Resources Unit, including but not limited to preparation of Interview Minutes, Request of Award, issuance of personnel contract and contract management and administration.
• Review and amend the HR staffing plan as required.
• Providing 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.
• Maintain records of project files and activity reports in hard and soft copy.
• Prepare budget forecasts and periodic financial reports for the management and donors.
• Review weekly activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
• Alert PE/CM on shortfalls and over expenditure of operating costs.
• Liaise with finance and logistics/procurement cells in tracking commitments and disbursements.
• Coordinate with the procurement support assistant on all transport, inventory and procurement issues in for direct support of the project and in support of the PE/CM.
• Provide training support to personnel in support services to ensure compliance with FRR and procurements procedures.

• Participate in periodic visits to the project sites, and any sub-offices to review compliance with recognized procedures.
• Establish and monitor an internal control system.

5. Project Completion

• Assist the PE/PM in preparation of completion reports, clearance of ARL’s and handover of assets, with specific focus on Audit requirements to ensure the contractual obligations are fulfilled and if necessary arrange for independent project evaluations.
• Ensure final reports and lessons learned are shared with AM’s and project staff where appropriate.
• Review documentation for handover or disposal of assets ensuring appropriate approvals are obtained.

6.General Duties

• Ensure detailed coordination between support services and in support of the PM.
• Draft project internal directives in accordance with ETMCO and UNOPS rules for submission by the PE/PM.
• Ensure detailed coordination between support services and ETMCO support sections to ensure compliance with internal directives and procedures.
• Attend coordination meetings when requested;
• Coordinate and host donor and official site visits.
• Project donor and corporate reporting.
• Perform other duties as assigned by the country manager.

 Education/Experience/Language requirements

Education	A Master’s degree in Accounting, Business Administration, Management, Finance or related field is required. A Bachelor Degree with additional  four (4) years of relevant experience may substitute for the requirement for a Master’s Degree.
Experience	At least 2 years of work/professional experience in project/programme support preferably in an international organizations is required. Experience in UN system organizations is desirable. Experience in use of Enterprise systems including OneUNOPS is desirable.
Language Requirements:	Fluency in written and oral English is required.  Knowledge of additional official UN languages is an advantage.
Skills	Project Management – Project Management Support ( 2 years) Project Management – Programme Management ( 2 years) Contextual Skills – UN experience (Optional) Information Technology – ERP systems (Optional)

 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. 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.

 Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA-10
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

 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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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.  
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

 Background Information – Sudan

Sudan

The UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action.