Project Management Support Specialist

United Nations Office for Project Services

Bujumbura, Burundi

Experience: 5 to 10 Years

Skill Required: HR and Admin

The project is funded by the Global Environment Facility (GEF) through United Nations Environment (UNEP). UNOPS will be the Project Executing Agency, and is accountable to UNEP for the overall implementation of the project. UNOPS will establish a trans-boundary Project Coordination Unit (PCU) in Bujumbura, Burundi to coordinate the day-to-day administration and operations of the project across the four riparian countries (Burundi, DRC, Tanzania and Zambia)
 Project Delivery and Performance:

  • Support the Project Coordinator/Senior Project Manager to finalize the assessment and selection of suitable responsible implementing partners for the different project outputs and activities and prepare and conclude contractual agreements with each of the selected responsible partner institutions;
  • Support the Senior Project Manager in overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices
  • Support the project planning process;
  • Track delivery against forecasts on a regular basis to ensure the deviation is within the acceptable tolerance range

Financial, Procurement and Contract Management:

  • Review all project expenditures and ensure that use of funds complies with GEF Recommended Minimum Fiduciary Standards governing use of GEF Resources, the approved budget in the PRODOC, the responsible partner institution contracts and any relevant UNOPS financial rules and procedures;
  • Support the development of annual project budgets and work-plans, and other operational and financial planning processes;
  • Keep records of project funds and expenditures and ensure all project-related financial documentation is well maintained and readily available;
  • Review annual project budgets and project expenditure reports from the responsible partner institutions and notify the Project Coordinator/Senior Project Manager if there are any discrepancies or issues;
  • Manage all payment requests from the responsible partners against the project budgets and work plans of the responsible partner institutions and the PCU, and follow-up on timely disbursements by UNEP;
  • Maintain data on co-financing commitments to the project using the required templates and ensure that all relevant financial data is supplied for the Mid-Term Review (MTR) and Terminal Evaluation (TE);
  • Assist in all procurement and manage payments to the responsible partner institutions and any service providers contracted to the PCU;

Ensure compliance with contractual obligations:

  • Advise the Senior Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;
  • Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning), oneUNOPS Projects and other relevant UNOPS systems;
  • Alert the Senior Project Manager on any financial shortfalls and over-expenditures. 

Monitoring and Reporting: 

  • Provide substantive inputs to assist the Senior  Project Manager in the preparation and implementation of project progress reports and other documents;
  • Prepare financial reports;
  • Provide necessary financial information as and when required for project management decisions;
  • Provide all necessary financial information for and coordinate the annual financial audit of the project;
  • Review the periodic reports from the Implementing Partners and Service Providers;
  • Assist the Senior Project manager in monitoring project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Project Manager, when delegated;
  • Maintain records of project files and ensure project documentation practice follows UNOPS and KEMCO standards;
  • Manage the compilation, consolidation and analysis of relevant data related to the project(s);
  • Assist the Senior Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

Stakeholder Engagement, Coordination and Liaison:

  • Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project
  • Pro-actively coordinate and liaise with support units on all administrative matters related to contract management
  • Liaise with the Programme Management Office (PMO) Team Members to project management related tasks.
  • Support the coordination and management of communications
  • Coordinate vendor communications, meetings, and reports as necessary

Quality Assurance:

  • Work with internal stakeholders to ensure projects comply with UNOPS and partner requirements;
  • Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems;
  • Coordinate quality reviews and control of project management deliverables (proposals, plans, reports etc) and project’s specialist products/outputs

Knowledge Management and Innovation:

  • Support the compilation of lessons learned according to the defined reporting format;
  • Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building;
  • Contribute to expertise in tools and techniques in Finance and contract management;
  • Contribute to periodic knowledge sharing exercise for project team 

Personnel Management:

  • Assist in all recruitment processes and manage payments to the responsible partner institutions and any service providers contracted to the PCU;
  • Supervise and coordinate the work of assigned project personnel, responsible implementing partners, consultants, and sub-contractors, ensuring timing and quality of all outputs in line with the approved Project Document;

Lead and motivate the project management team, if applicable:

  • Contribute to the efforts in the establishment of the required behavioral expectations of team members;
  • Ensure that performance reviews are conducted fairly, accurately and timely for assigned supervisee(s);
  • Train the project team (as required) and take into account gender parity and diversity objectives.
  • Support the Senior Project Manager in ensuring the personnel safety and security and compliance with UNDSS standards
  • Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.


  • A Master’s degree in business administration, Accounting, Finance, Management, or related field of study is required.
  • A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above


  • Project Management certification (Prince 2 Foundation,  Prince 2 Practitioner, PMP or equivalent) will be an asset.


  • At least 5 years of financial management or accounting experience is required in the financial management of large/multi-stakeholder donor-funded environmental/ sustainable development project environment.
  • Extensive knowledge and experience of the financial, accounting, procurement and auditing procedures of UN agencies will be an asset;
  • Demonstrated experience working with multidisciplinary teams will be an asset;
  • Familiarity with UNOPS procedures will be an asset;
  • Experience in Global Environment Fund (GEF) funded projects will be an asset.

Language Requirements: 

  • Fluency in French and working knowledge of English is required.