Project Management Support – Associate

Background Information – PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Background Information – Job-specific

United Nations Mine Action Service(UNMAS) DRC
The Democratic Republic of Congo (DRC) has suffered nearly two decades of turmoil, particularly in the eastern provinces. The use of landmines was a feature during the conflict and Explosive Remnants of War from the fighting remain a hazard.

UNMAS established its presence in the DRC in 2002 to provide support to the Peacekeeping Mission (MONUSCO) and to conduct humanitarian mine action. It continues to work with all actors involved in mine action, and weapons and ammunition management and safety issues.

Functional Responsibilities

Under the overall guidance of the Support Services Manager (SSM) and in close collaboration with the National Support Services Officer, the Project Management Support – Associate will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The Project Management Support Associate will be responsible for monitoring specific administrative and financial transactions. Specific responsibilities and duties include, but are not limited to:

• Support the coordination and monitoring of project operations related to finance, human resources, procurement and logistics, among others.
• In consultation with the Support Services Manager, provide support on all matters relating to financial management and administration in compliance with established procedures, SOPs and the UNOPS Financial Regulations and Rules (FRR).
• Ensure accuracy, consistency and applicability of supporting documents (project document, budget, awards, contract validity, No Objection Letters as required, among others).
• Prepare payment requests and necessary supporting documents (financial forecasts and/or Project Delivery Reports) for submission in accordance with project agreements.
• Collaborate with the Entebbe Support Office (ESO) to provide support in maintaining the operational budget according to UNOPS financial management systems and ensure completeness of required supporting documents.
• Liaise with ESO under the guidance of the Support Services Manager for project-related administrative and operational matters such as payments, contract management, procurement of goods and services and assets management.
• Ensure all business processes are backed up by required supporting documents and maintain an effective records system.
• Provide support to certification of payments and other forms of requisitions from the project office, project team or through designated recipients.
• Raise requisitions for procurement and facilitate requests for issuance of contracts and/or amendments on documents.
• Support the effective delivery and implementation of procurement services in coordination with the Support Services Manager and the National Support Services Officer.
• Perform any other duties as assigned.

Education/Experience/Language requirements

Education

• A First level University Degree (Bachelor’s degree or equivalent) with two (2) years of relevant experience OR
• A High School Diploma (Secondary education or equivalent) with six (6) years of relevant experience is required.

Experience

• Relevant experience is defined as experience in project management support, project administration or general administrative operations in a private or public organization.

Language Requirements

• Fluency in both English and French (writing, speaking, reading) is required.