Project Management Support – Senior Officer (SEA-MAP Marine Plastics)

Background Information – Job-specific

THMCO

The Thailand Multi Country Office (THMCO), established in 2017 oversees UNOPS’ portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises five main business units: THMCO Thailand, THMCO Indonesia, THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China.

The United Nations Office for Project Services (UNOPS) was invited by the World Bank and the ASEAN Secretariat (ASEC), to extend its operational management services to serve as the Implementation Support Entity (ISE) to establish and run a Regional Implementation Support Unit (RISU) supporting ASEAN in the ‘Southeast Asia Regional Program on Combating Marine Plastics (SEA-MaP)’ program. Through the management of RISU, UNOPS aims to supplement ASEAN’s capacity in reducing plastic consumption, increase recycling and minimize leakage, prevent land and sea based marine plastic pollution in South East Asia, while alleviating poverty, boosting shared prosperity, and decrease marine litter impacting fisheries, tourism, shipping and drainage. UNOPS management services will assist ASEAN in strengthening plastics policies and regulatory frameworks and promote innovative solutions to reduce plastic pollution in South East Asia. UNOPS will also effectively complement the World Bank’s strategic investments in assisting countries in the areas of freshwater, coastal, ocean, and marine ecosystems with a focus on marine plastic pollution.

A program management team will be embedded in RISU, to oversee all programme management activities, ensure compliance with World Bank operational policies, and perform project monitoring and reporting, while drawing on subject matter experts on marine plastics from relevant technical institutions.

The RISU primary task is to strengthen the PMU in the implementation of project activities, reporting, compliance with Environmental and Social standards, procurement, financial management, M&E, HR recruitment, communication facilitation and knowledge management. A “Technical Organization” will support the RISU and the PMU. Such services will be procured by UNOPS through competitive processes, in compliance with World Bank rules. RISU Technical Organizations could include: UNEP, UNWTO, WWF, GIZ, Ocean Conservancy, the Ocean Cleanup, IUCN, IWMI, Plastics Oceans International, World Plastics Council etc which all have the needed expertise to advise the PMU, through UNOPS RISU, on a range of issues including: the provision of quality assurance and technical oversight on programmatic marine plastics issues; supporting policy components of SEA MaP; carrying out background research to support informed decision making for the PMU; development of Terms of Reference (ToRs) to identify any additional expertise required for the effective execution of the program; and assist in following up with technical implementing partners in collaboration with the RISU team. The proposed implementation arrangements will work in sync with the SEA-MaP program design, and in alignment with ASECs institutional structure, sectoral bodies and working groups.

UNOPS overall assistance to SEA-MaP is summarized as follows:

• Provision of targeted guidance to the ASEC PMU on best practice sharing in the area of marine plastics, drawing on the RISU Technical Organization, and a network of UN and other technical partners (organizations and individuals) which can be procured by UNOPS, to assist the improvement of regional policies and standards related to Single Use Plastics (SUPs) and plastic recycling.
• Through a combination of effective operational assistance and drawing on the RISU Technical Organization, support the PMU in advancing dialogues with relevant ASEAN Sectoral Bodies and Member States, on regional policy harmonization to coordinate marine plastic best practices and knowledge sharing.
• Assist ASEC in the implementation of the ASEAN Regional Action Plan for Combating Marine Debris (2021) and identify capacity gaps with national institutions supporting marine pollution and waste management efforts. This will be undertaken through a combination of technical policy support and operational systems strengthening to effectively inform, disseminate, and advise ASEAN Sectoral Bodies and Member States in the implementation of best practices and frameworks.
• Incubate, disseminate and share knowledge, by supporting the PMU in benchmarking against best international practices and relevant examples, to support regional platforms of SEA-MaP
• Support in investment and innovation by leveraging on both the RISU Technical Organization and UNOPS Global Innovation Center network

Scope of assignment:

Under the general guidance and supervision of the Senior Project Manager SEA MAP, the Project Management Support – Senior Officer, will support the day to day implementation of the SEA MAP project with a focus on ensuring compliance and operational management of all SEA MAP project components. The individual will work closely with the ASEAN Secretariat Project Implementation team, World Bank and UNOPS personnel across the Multi Country Office.

The Project Management Support – Senior Officer supports the establishment of implementation plans, the monitoring of project outputs and overall backstopping support to day-to-day operations of the project. The incumbent works to support the the Senior Project Manager in ensuring that the SEA MAP project outputs are delivered within the specified project tolerances of time, cost, quality, scope, risk and benefits.

Functional Responsibilities

Under the general guidance and supervision of the Senior Project Manager, the key functions of the the Senior Project Manage, include the following:

Project Delivery and Performance

• Provide support to the Senior Project Manager, ensuring that relevant project support functions requiring programme and operational support are provided in a professional and timely manner
• Assist the Senior Project Manager in the areas of program oversight, financial management, M&E, procurement, HR, communications, outreach, stakeholder engagement
• Support the Senior Project Manager in the preparation of the project’s detailed budget, including monthly forecasting of expenses.
• Provide budget monitoring reports to the Senior Project Manager twice a month, highlighting over and under expenditure relative to the delivery forecast.
• Update the monthly financial forecast based on the project’s progress and inputs from relevant sources
• Monitor the project cash flow and prepare disbursement requests.
• Identify risks and issues related to resource management and propose management strategies to the Senior Project Manager.
• Support the Senior Project Manager on all preparatory works for Quarterly Assurance exercises
• Monitor project progress to assess whether work packages are being executed properly
• Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to senior management so that maximum benefit to partner(s) and other stakeholders is achieved
• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span
• Provide backstopping support to the Senior Project Manager as required
• Identify and report to the supervisor potential business opportunities for UNOPS

Capacity building

• Assist the Senior Project Manager in the provision of capacity building to the ASEAN PMU personnel in the areas of environmental processes and safety, financial management, procurement systems strengthening, and broader management advisory services
• Support capacity building initiatives to PMU personnel in ASEC, in the areas of oversight, M&E, reporting and communication among stakeholders including as needed the PSC, the World Bank, parallel financing and other partners
• Maintain close collaboration with the relevant colleagues in the THMCO Support Services Unit (SSU) for the timely and effective provision of required capacity building from the SS team to the ASEAN PMU

Procedures and Operational Support

• Support the Senior Project Manager in complying with UNOPS organizational policies and the Project Management Manual
• Support in the management and reporting of obligations defined in the Legal Agreement(s) and in the Implementation Plan
• Support the RISU team in drafting the requirements definitions for procurement processes.
• Assess and advise the Senior Project Manager in requisitions and requests for non-purchase order payments; assist in evaluating submissions received, if appointed to the evaluation team.
• Support RISU in ensuring the adequate maintenance of project files and lessons learned to ensure that they are duly recorded
• Support in ensuring the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations
• Support the monitoring and administration of contract management (HR, Service Contracts, rental agreements etc.) for Project operations.
• Support the procurement to payment cycle, with particular focus on submitting procurement requests, reviewing supplier/contractor invoices, raising procurement receipts, raising payments requests, etc.
• Monitor and manage procurement contracts under the RISU and submit regular reports and/or updates to both the SSU and the Senior Project Manager as agreed
• Contribute to organizing project and stakeholder meetings as and when necessary, and maintain records of these meetings.
• Coordinate project-related activities with UNOPS Support Services. Document and monitor the tasks assigned to ensure progress.
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery. Recommend solutions and take appropriate remedial action.

Monitoring and reporting

• Draft, under the supervision of the Senior Project Manager, and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
• Support the regular review of project status, evaluating performance criteria (scope, cost, schedule and quality).
• Complete diaries and progress reports as required by the organization’s standard procedures.
• Provide routine oversight and analysis of delivery data within the dashboard system.

Stakeholder engagement

• Develop, in collaboration with the RISU Senior Project Manager, stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
• Establish solid working relationships with key stakeholders
• Support the development of communications plans, and contribute to internal project communications. Monitor the effectiveness of project communications
• Contribute to stakeholder engagement and communication, ensuring effective timing and interdependency management of communications

Quality assurance

• Work with internal stakeholders to ensure projects comply with audit requirements
• Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems
• Coordinate quality reviews of project documents and deliverables
• Support the Senior Project Manager in the provision of quality control for the management of project outputs (project documents, reports, etc.)

Knowledge management and innovation

• Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
• Contribute to lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner
• Participate in the relevant Communities of Practice
• Research and logging of lessons learned throughout the project life span.
• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Advanced university degree (Master’s degree or equivalent) preferably in Project Management, Economics, Business Administration, Political Sciences, Environmental Studies or related subjects
• Bachelor’s degree in these areas with additional 2 years of relevant experience is considered equivalent.

Experience:

• Minimum of two (2) years of experience in programme/project development, research, implementation and/or management of environmental projects or related fields is required.
• Relevant professional experience must include one (1) year of experience at the international level is an asset.
• Experience of managing stakeholder relations while working for an international organization or related experience is required
• Experience in marine plastics related project/programme is a strong asset
• Experience in capacity building of governments of regional public sector counterparts is an asset
• Regional experience in Asia Pacific, particularly in Indonesia would be an asset.
• Prior experience in developing, supporting or managing multi-donor supported projects would be a strong asset
• Experience in working with the World Bank and managing WB Environmental and Social Framework (ESF) is desirablePrior related experience in the UN system is highly desirable.

Language:

• Fluency in English is required
• Working knowledge of any ASEAN language is an asset

Contract type, level and duration

Contract type: International Individual Contractor Agreement Contract level: ICS-9/IICA 1 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

The position is based in a family duty station.

Disclaimer: If the selected candidate is a national of the duty station, a Local Individual Contractor Agreement (LICA) will be issued.

The hiring of the incumbent will be subject to project approval by the donor, expected in the first week of September 2022. The successful incumbent is expected to join by early November 2022.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information – UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.