The Project Management Support Officer reports to the Senior Project Manager who provides broad supervision and guidance. The role is responsible for coordinating and supporting the Senior Project Manager with the day-to-day operations and liaising with relevant counterparts, government stakeholders and working group focal points on all project related matters, specifically pertaining to enhancing the coordination and efficiency on the side of resilience.The Project Management Support Officer will also work closely with the different donors for the infra projects. The Project Management Support -Officer 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 mission reports. The incumbent is most likely required to work in complex and challenging environments with limited resources.
Project Implementation:
Preparation and maintenance of project files, including internal and external project (operational and highlights) reports.
Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures
Manage assigned delivery of work packages and take responsibility for progress.
Coordinate and liaise with the Senior Project Manager on the implementation progress.
Advise the Senior Project Manager of any deviations from the plan and update plans.
Work with the Senior Project manager to identify and manage risks.
Financial and Procurement Management:
Maintain all supporting project financial documents for audit and review processes.
Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects, as appropriate.
Support the Senior Project Manager with the processing of direct payments and advance requests and assist with project budget revisions.
Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
Support the Senior Project Manager with budget revision and initiation of corrective action when necessary.
Coordinate vendor communications, meetings, and reports as necessary
Support the Senior Project Manager with the management of procurement contracts and existing contract service providers to ensure reliable, cost effective delivery.
Project monitoring and reporting (Delivery and Performance):
Support implementation of approved project plans (including the establishment of milestones) under the guidance of the Senior Project Manager.
Provide substantive inputs for the development of project strategies and schedules and manage work packages.
Managing information flow by keeping, circulating and archiving detailed project notes and records.
Support the Senior Project Manager in maintaining the following:
Electronic Blue File,
Procurement, HR and Finance files as required by UNOPS policies
Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
Supervise, monitor and evaluate performance of service providers delivering to project priorities.
Stakeholder Management, coordination and liaison:
Support and assist the Senior Project Manager in establishing productive working relationships with the EU entities, Federal Government of Somalia (FGS) and relevant UN, development partners and other key stakeholders;
Coordinate and organize meetings between team members, the EU and government and other stakeholders when required. Prepare, record, circulate and archive meeting minutes..
Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
Know the Sustainable Development Goals (SDGs) and seek to contribute within the deliverables of the project.
Strive to build effective coordination among relevant project stakeholders (e.g. The EU, United Nations, governments, and non-governmental organizations)
Knowledge Management and innovation:
Support the compilation of lessons learned as per defined reporting formats.
Ensure that local capacities are built at every level and opportunity for Project Management Support.
Contribute to the dissemination and sharing of best practices and lessons learned.Contribute to expertise in tools and techniques
Operational and Logistic Support:
Assist the Project Manager in monitoring all HR requirements and related activities under the Project;
Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (individual and institutional consultancy services, procurement of goods and services, organisation of training, seminars, etc.), with expert and/or client support as required;
Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
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;
Identify operational, administrative, financial and other bottlenecks that may impede project delivery-recommend solutions and take appropriate remedial action in consultation with the Project Manager;
Establish and monitor an internal control system for all administrative actions;
Perform other duties as assigned by the Project Manager.
Qualifications and Experience: Education:
Bachelor’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline is required.
Master’s Degree in Public Administration, Business Administration, Logistics or Emergency Management, International Relations, or other relevant discipline will be an asset.
Work Experience:
A minimum of two (2) years relevant and progressive professional experience, specifically in the field of Project/Programme Management or Operations Management with focus on monitoring, reporting, development and coordination is required.
Experience in collecting and processing data to produce high level statistics and charts is an asset;
Experience and demonstrated skills in generating and compiling high quality reports is an added advantage.
A proven track record with at least 2 years experience in coordination is an asset.
Proficient in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.
Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset.
Relevant experience working in developing/post-conflict countries is an asset.
Work experience in the East Africa region is desirable.
Language Requirements:
Fluency in English Language (i.e. writing, reading and speaking) is required.
