Project Management Support – Analyst

Background Information – Job-specific

This is a position in UNOPS for supporting project(s) under the UN Technology Support Services (UNTSS) portfolio. The Project Management Support – Analyst is responsible for providing effective and efficient support in the areas of reporting, administration, financial management, project management, travel, and procurement to UNTSS’s clients and projects. The incumbent supports 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. Overall, the incumbent will be expected to ensure that the project operations function in line with UNOPS rules and regulations, and its projects are delivered in accordance with their scope, quality requirements, timelines and budgets. The incumbent will report to the UNTSS Project Manager.

The incumbent of this position will be a UNOPS personnel and is under its full responsibility.

Functional Responsibilities

The Project Management Support- Analyst will undertake the following activities/responsibilities:

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, advise the client 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.
• Advise 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.
• 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.
• 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

Knowledge Management:

• Contribute to expertise in tools and techniques.
• Support the compilation of lessons learned as per defined reporting format.
• Contribute to the dissemination and sharing of best practices and lessons learned
• Support capacity building of personnel

Education/Experience/Language requirements:

Education

• A first Level University Degree (Bachelor’s Degree or equivalent) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline is required.
• An advanced University Degree (Master’s Degree or equivalent) may substitute for some required number of years of experience.

Experience

• A minimum 2 year of professional experience in project management support and reporting is required.
• 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

• Fluency in English (read, write, speak) is required.