Project Support Office

UNOPS, Bamako, Mali

Skill Required:, Finance and AccountsMonitoring and EvaluationProject/ Programme Management
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
5th October, 2015


Job Description

 Functional Responsibilities

Working under the direction of the Country Coordinator, the Project Support Officer shall perform the following specific duties:

Implementation

  • Preparation of project documentations, internal and external project report
  • Managing information flows and overseeing change controls, risk registers and issue management
  • Maintenance of all supporting project financial documents for audit and review processes
  • Entering accurate data in ATLAS
  • Management of work packages as required
  • Monitoring of project budget and financial expenditures and all administrative procedures in line with the work-plan
  • Process direct payments and advance requests and prepare project budget revisions
  • Produce financial reports; Develop Financial Monitoring and reporting formats as per requirement of UNOPS/UNDP
  • Control the cash flow, follow and report on expenses
  • Propose budget revision and initiate corrective action when necessary
  • Establish a control mechanism Operational Advance SOPs for projects in Mali
  • Manage assigned delivery of work packages and taking responsibility for progress
  • Coordinate and liaise with the Project Manager on the progress of mission implementation.

Financial Management

  • Maintain all supporting project financial documents for audit and review processes
  • Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system
  • 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
  • Produce 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

Procedures, monitoring and reporting

  • Ensure that all organizational policy is complied with
  • Provide substantive inputs and assist the Project Manager in the preparation of mission      reports and documents           
  • Maintain records of Project files and other support documents
  • Support the Project Manager in maintaining the following:

Electronic Blue File

  • Manage the compilation, consolidation and analysis of relevant data of the mission
  • Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations, Support the Project Manager in managing budgets, cash flow and obligations to ensure that deliverables are met Alert PM on shortfalls and over-expenditures, Stakeholder Management, Coordination and Liaison
  • Support the coordination and management of communications
  • Provide support in liaising and building relationships with United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis
  • Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.

Knowledge management and innovation

  • Support the compilation of lessons learned as per defined reporting format
  • Ensure that Local capacities are built at every level and opportunity for Project Support
  • Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
  • Contribute to expertise in tools and techniques

Education

  • A Master’s Degree in a relevant field: Business Administration, Finance, Logistics, Emergency Management, International Relations.
  • A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the Master's Degree.

Experience

  • At least 5 years of relevant experience in Project Management, Finance and Operations Management with focus on monitoring, financial reporting, development and coordination
  • Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors and security is an asset
  • Experience and demonstrated knowledge of UN/UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage

Language

  • Full working knowledge of English and French is required

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