UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management
Working with an increasing number of development partners, the Development and Special Initiatives Portfolio (DSIP) is recognised as a responsive and quality partner in climate action, peacebuilding, sustainable development and counter-terrorism. There are a number of projects currently in the pipeline which will expand the portfolio of existing projects for the office.
The incumbent of this position will be a UNOPS personnel and is under its full responsibility.
Functional Responsibilities:
The Project Management Support - Analyst is responsible for supporting the Project Manager with the day-to-day implementation of the project, including monitoring of the project budget, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports.
Stakeholder Management:
Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
In coordination with the Project Manager, inform the partner on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).
Delivery and Performance:
Manage workshop preparation inclusive of travels, procurement and participants.
Support the Project Manager on the delivery of assigned work packages.
Prepare and maintain project files, including internal and external project reports.
Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.
Inform the Project Manager of any deviations from the plan and update plans. Work with the Project Manager to identify and manage risks.
Procedures:
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.
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.
Supports the Project Manager with financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
Alert the 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
Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
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 Project Manager in maintaining the following:
Electronic Blue File
Procurement, HR and Finance les as required by UNOPS policies
Manage the compilation, consolidation and analysis of relevant data of the mission
Knowledge Management:
Participate in the relevant Communities of Practice
Contribute to expertise in tools and techniques.
Support the compilation of lessons learned as per de ned reporting format.
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
Monitoring and Progress Controls:
Tracking of project-plan metrics that include performance indicators on management of project team, project budget, project activities duration and project deliverables quality.
Tracking of project issues and implementation of corrective actions.
Tracking of project risks and implementation of risks mitigations plan.
Managing quality of service as agreed with partners.
Preparing timely project-related reports, including project highlight report, project plan progress report, project issues report, project risks report and project quality management report.
Education/Experience/Language requirements:
Education:
University Degree (bachelor’s degree) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline.
Advanced university degree (Master's degree) in any of the above mentioned areas will be considered an asset.
Required Experience:
Minimum one (1) year of professional experience in project support and reporting is essential.
