Project Management Support Specialist – Retainer, Multiple positions

Background Information – Myanmar

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UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Access to Health Fund, the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards elimination of Malaria, which works to accelerate progress towards malaria elimination in the greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organisations in the country, including the international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information – Job-specific

Fund Management has become a recognized strength of UNOPS Myanmar and a new potential business model for other country offices in the region and beyond. UNOPS Myanmar is the designated Asia Centre for Fund Management (CFM), which aims to assist UNOPS offices elsewhere to expand and manage pooled funds. In 2019, the CFM supported over 14 UNOPS offices, both remotely and on-site, on fund management across Asia, Africa, Europe and Latin America.
Under the direct supervision of the Head of Programme Management Office/CFM, the PM Support Specialist may be requested to support specific work packages/individual assignments, detailed through individual task notes, covering but not limited to negotiate, design, advise, start up or turn-around programmes and funds. Support needed will mostly be for programmes in Myanmar and Asia but may also include assignments from other UNOPS regions. Such assignments may be home-based or require travel to specific country offices.

Functional Responsibilities

The Project Management Support Specialist reports to the Head of Programme Management Office who provides broad supervision and guidance. The role is responsible for coordinating and supporting the projects/programmes supported by the Programme Management Office with the day-to-day operations and liaising with the donor, government stakeholders and working group focal points on all project related matters.

The Project Management Support Specialist will also maintain a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of reports. He/She is most likely required to work in complex and challenging environments with limited resources.

The specific responsibilities of the Project Management Support Specialist include:

1. Project implementation

2. Preparation and maintenance of project files, including internal and external project reports.

3. Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures

4. Manage assigned delivery of work packages and take responsibility for progress.

5. Coordinate and liaise with the Project Manager/Head of Programme Management Office on the implementation progress.

6. Advise the Project Manager/Head of Programme Management Office of any deviations from the plan and update plans.

7. Work with the Project manager/Head of Programme Management Office to identify and manage risks.

8. Financial and procurement management

9. Maintain all supporting project financial documents for audit and review processes.

10. Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.

11. Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.

12. Process direct payments and advance requests and prepare project budget revisions.

13. Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

14. Support the Project Manager/Head of Programme Management Office by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

15. Alert the Project Manager or any financial shortfalls and over-expenditures.

16. Propose budget revision and initiate corrective action when necessary.

17. Coordinate vendor communications, meetings, and reports as necessary

18. Supervise the Project Office procurement/call for proposal processes, including tendering processes and evaluation and supplier/implementing partners (IPs) selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance.

19. In consultation with relevant colleagues, review, administer and issue contracts, grants agreements, agreements/amendments.

20. Grant Management

21. Responsible for preparing grant agreements.

22. Supervise finance related action for timely disbursements of funds to Grantees Maintain a financial management system, controlling budget line expenditures and encumbrances, including record keeping to reflect all transactions related to the projects activities in proper categories in accordance with the finance SOPs of the Partnership and the UNOPS financial rules and regulations.

23. Help with the preparation of Terms of References for external consultants as needed and manage their activities based on agreed Terms of Reference.

24. Prepare and maintain Donor Agreements, including any reports requested by Donors.

25. Using the Grant Management System, perform ongoing review, analysis and reconciliation of accounts, investigating discrepancies and initiating timely corrective actions; implement effective risk management actions as per partnerships risk management system.

26. Support the maintenance of technical and financial reporting, to ensure that all Grantees execute their contractual responsibilities.

27. Review and provide comments on administrative and financial aspects for finalization of contract documentation for undertaking engagement for implementation of the activities by stakeholders.

28. Assist and act as a back-up role when other team members are out of the office.

29. Perform other related duties as may be assigned by the supervisor.

30. Project monitoring and reporting

31. Provide substantive inputs to assist the Project Manager/Head of Programme Management Office in the preparation of project reports and documents.

32. Maintain records of project files and other supporting documents.

33. Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager

34. Manage the compilation, consolidation and analysis of relevant data.

35. Assist the Project Manager/Head of Programme Management Office in the preparation of project completion reports and ensure compliance with contractual obligations.

36. Knowledge management and innovation

37. Support the compilation of lessons learned as per defined reporting format.

38. Ensure that Local capacities are built at every level and opportunity for Project Support.

39. Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

40. Contribute to expertise in tools and techniques

41. Development and Planning

42. In conjunction with the project team, provides appropriate levels of programmatic management and administrative support to the Project Manager/Head of Programme Management Office regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

43. Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.

44. Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners.

45. Develops and establishes resource tracking systems for use within the project team, complementary to UNOPS’ online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme.

46. Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager/Head of Programme Management Office.

Education/Experience/Language requirements

Education:

• High school degree/diploma in a relevant field with 11 years of relevant experience is required.

• Bachelor degree in Project Management, Finance, Business Administration or related field with 7 years of relevant years of experience is required. Master degree in a related field may substitute for required years of experience.

Experience:

• A minimum of at least 7 years of relevant and progressive professional experience is required, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects.

• Knowledge of UN rules and regulations with regards to grant management, procurement and financial procedures is an asset.

• Experience in dealing with large financial systems with budgets is an asset.

• Strong experience with data analysis, management reporting and project management tools and information management systems is an asset.

Language:

• Full working knowledge of English is essential.

• Fluency in one or more additional official UNOPS languages is an advantage.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.**(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)**

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.

Contract type, level and duration

Contract type: ICA (Individual Contractor Agreement)
Contract level: IICA 2/ICS 10
Contract duration: Retainer – not exceeding 150 working days per calendar year (subject to organizational requirements, availability of funds and satisfactory performance.)
This is a home-based contract with possible mission travel to Myanmar.
This vacancy is open to all nationalities. Myanmar Nationals are also encouraged to apply. If the local candidates are successful in the recruitment, Local ICA will be offered. **

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

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.
• Qualified female candidates are strongly encouraged to apply.
• 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.

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 is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

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

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

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