Project Management Support Senior Officer

United Nations Office for Project Services

Vienna, Austria

The Project Management Support Senior Officer will be embedded in a dynamic team, providing grant management services to a geographic portfolio of Readiness grants. The Project Management Support Senior Officer will work closely with project delivery partners and stakeholders relating to grant management services and general financial management.  

The Project Management Support Senior Officer will also support the Project Manager, who is managing the GCF Team, in ensuring full compliance with all relevant guidelines and regulations and is responsible for ensuring that administration of grants by UNOPS are in accordance with the applicable UNOPS Regulations and Rules and Administration Instruction(s). 

 Functional Responsibilities

The Project Management Support Senior Officer  will primarily be responsible for contributing to  the overall management of the engagement with GCF and the management of grants provided to the Delivery Partners of the GCF.  

The Project Management Support Senior Officer will be responsible for the contract negotiation, cover day to day management, monitoring, reporting and end with the closure of the grants, and will be liaising with a wide range of stakeholders on a daily basis.   

The overall management of the UNOPS engagement with GCF will entail tasks related to Project planning, Coordination and Governance Support; Financial Management and Monitoring and Reporting; Knowledge Management and Communication; as well as Procurement and HR. 

Grant Management:

  • Coordinate initial communication with Delivery Partners, ensuring that onboarding of new partners is adapted to the partners’ needs and is aligned with GCF guidelines.  
  • Collect, analyze and review all documents relevant to grant setup from Delivery Partners and relevant units in the Green Climate Fund. 
  • Manage preparation and submission of UNOPS internal request for grant approval. 
  • Prepare, review and finalize Grant Agreements ensuring compliance with UNOPS Grant Management Rules and Regulations and Project Management Manual. 
  • Coordinate negotiations and communication with the Delivery Partner on the Grant Agreements and project planning.
  • Manage the process for setting up  supplier profiles including banking information of the Delivery Partners in the UNOPS Enterprise Resource Planning system. 

Management of grants:

  • Support administration of grants including, tracking reports, and processing payments to Delivery Partners. 
  • Review, analyze and process Requests for Change submitted by the Delivery Partners and seek approval from the supervisor.
  • Coordinate the application of M&E tools with Delivery Partners such as narrative and financial reporting templates. 
  • Assess  Interim Progress Reports, Project Completion Reports, and Financial (Audit) Reports using a project tailor made Performance Assessment Tool.
  • Collect  information on  individual grants’ performance and support the drafting of various reports  on the substantive and financial performance.
  • Manage UNOPS Internal Tracking Database for GCF Projects. 

Grant closure:

  • Manage and coordinate  the grant closure process in liaison with relevant stakeholders, verifying that all grant obligations are fulfilled by the Delivery Partner.
  • Analyze and review the final financial report submitted by the Delivery Partner and process the final payment if applicable. 
  • Coordinate with the UNOPS Finance Team to ensure that financial statements are prepared and shared with the funding source as required. 

Project Management Support :

  • Project planning, Coordination and Governance Support
  • Support the overall planning, coordination and governance of the GCF project, including liaison with stakeholders, preparation of background documents and presentations on management, financial and operational matters.
  • Support the facilitation of regular meetings with the GCF, such as board meetings, bi-weekly coordination meetings, and ad-hoc meetings, ensuring efficient facilitation and follow up on actions.
  • Analyze and identify operational and financial issues, risks and challenges, and draft appropriate mitigation actions for Senior Management.

Financial Management, Monitoring and Reporting:

  • Support financial management by drafting work plans, budgets, financial reports and ad-hoc updates on cash-flow status. 
  • Set up project/grant agreements and budgets in the ERP system and monitor project budgets, support the preparation of due budget revisions in consultation with the supervisor and Finance Unit, as well as the relevant project counterparts.
  • Monitor implementation of grants and proactively highlight activities that are at risk of getting delayed for internal UNOPS discussion and decision on further action.  
  • Support the development and facilitation of annual Delivery Partner surveys measuring satisfaction levels on grant management services provided by UNOPS. 

Knowledge Management and Communication:

  • Undertake training opportunities to be able to provide contributions on the relevant tools, approaches and procedures, and ensure effective project implementation.
  • Compile lessons learned and best practices, and share knowledge and best practices within the project team and other relevant fora.
  • Develop internal and external communication protocols. 

Procurement and HR:

  • Support  procurement processes related to procurement of services and goods.
  • Support HR processes such as recruitment of new staff members. 
  • Support the administration of reporting requirements within UNOPS as well as to the Green Climate Fund. 
  • Coordinate with relevant colleagues in the ECR and WEC teams to seek guidance on operational processes and procedures.
  • Perform other related duties and tasks as needed.

Education/Experience/Language requirements:

Education: 

  • Advanced university degree (master's degree or equivalent) preferably in public administration, business, economics, international affairs, development studies, environmental science, political science, or related areas.
  • First level university degree combined with 2 years of relevant experience may be accepted in lieu of the education requirements outlined above.

Experience:

  • Minimum 2 years of experience (or more depending on academic credentials) in project, grant and/or fund management is required.
  • Experience with stakeholder and partner management, including interacting with government officials and/or donors is desirable.
  • Past professional work experience with UN/UNOPS is desirable.

Language Requirements:

  • Fluency in English is required.
  • Knowledge of other UN languages, particularly French and Spanish, could be an advantage.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=24950#2