Project Management Support Officer

United Nations Office for Project Services (HQ)

Under the overall guidance and direct supervision of the Senior Project Manager, the Project Management Support - Officer will be responsible for the efficient and effective implementation of project activities. He/she will contribute to project implementation and reporting while ensuring compliance with UNOPS procedures and donor requirements. The Officer will also maintain coordination with project key stakeholders and will manage activities related to project management support.

1.Project Monitoring and Reporting

• Support the Project Manager in maintaining the following:
• i. Timely documentation
• ii. Upload relevant documents in oneUNOPS projects both at engagement and project levels, as necessary
• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents
• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping
• Ensure timely entry of project risks, lessons and issues in oneUNOPSprojects.
• Assist Project Manager in updating of risks, issues and lessons
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans
• Take minutes of regular team meetings and follow up on action points.

2. Project Implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress
• Maintain project progress tracking sheet and alert the Project Manager on key project milestones and and reporting requirements of projects
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable
• Facilitate information flows and support in managing risk registers and issues
• Assist the project planning process, as required
• Prepare draft Pro Forma and Agreements as per the input received from procurement team
• Follow up with partners on project agreement signing, information required for project closure and fund transfer requests.

3. Operational and Logistic Support

• Manage and support on organizing project planning meetings, Project Board meetings and partner s capacity building trainings as necessary
• In consultation with the Project Manager, prepare amendments for Project Agreements and budget revisions when applicable;
• Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues for direct support of the project.
• Manage the travel plan of the Team, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel.

4. Knowledge management and innovation

• Identify and capture lessons and best practices in oneUNOPSprojects
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building
• Support that local capacities are built at every level