VA/2018/B5323/16879 - Project Support Associate

Background Information – Job-specific

The ‘Sawlog Production Grant Scheme’ (SPGS) is a Ugandan government project supporting establishment of the commercial forestry industry in Uganda through provision of retrospective subsidized grants to private sector farmers. This initiative is as an incentive for long term investment in commercial forestry for rural incomes and mitigating climate change. The SPGS aims at increasing the incomes of the rural population through commercial tree planting by medium and large-scale private sector actors and the local communities themselves, while at the same time helping to mitigate climate change effects through intensive afforestation. The Food and Agriculture Organization of the United Nations (FAO) has obtained funding from the European Commission (EC) to support the implementation of this programme.

The Project Support Associate is to work closely with and support the Project Manager. He/she will be responsible for providing support in budget planning, preparation, allocation and monitoring to ensure the availability and effective/optimum utilization of Project Funds. He/she will be responsible to ensure on time payments. Work will be in accordance to UNOPS Kenya Operational Hub financial resources and to the project plans and approved allocations, and in compliance with UNOPS Financial Rules and Regulations.

Functional Responsibilities

1. Support implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results;

• Full compliance with UNOPS rules and regulations of programme/project management, financial processes, financial records and reports and audit follow up, human resources management, procurement processes; implementation of the effective internal control framework;


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  Elaboration of the content of internal Standard Operating Procedures in Programme/Project Management, in consultation with the direct supervisor and office management.2. Ensures efficient and effective portfolio planning, administration and management, focusing on achievement of the following results:

  
  


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  Support of all aspects of project implementation and service delivery in full compliance with UNOPS rules and regulations; monitoring of progress for all projects/service agreements under his/her responsibility, anticipating operational and budgetary issues and taking pre-emptive action;

  
  


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  Interaction with colleagues, clients and partners and undertaking of missions, as may be required, to guide operational issues and UNOPS service provision;

  
  


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  Resolution of operational and process issues, referring complex issues to supervisor with clear recommendations for courses of action;

  
  


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  Representation of UNOPS at project meetings (e.g. Steering Committee Meetings);

  
  


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  Support in the provision of operational, budgetary and financial guidance to project personnel;

  
  


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  Assisting in preparation of project budgets and revisions and other related documents;

  
  


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  Initiation of procurement of goods or services by requesting quotations or proposals, examining cost estimates, evaluating cost effectiveness and compliance with provisions contained in the UNOPS Procurement Manual and related guidelines. Active follow-up from procurement award to contract issuance and management;

  
  


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  Provide support in the preparation of contracts for services, memoranda of agreement, inter-agency agreement and grant agreements;

  
  


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  Ensures effective financial reporting and control, provide monthly financial reports to the Project Manager, alerting if any variation with the projections. Preparation of financial reports for clients;

  
  


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  Support in verification of accuracy of request/transactions and completeness of documentation as pertains to the Project;

  
  


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  Ensures efficient budgetary and monitoring control, focusing on achievement of the following results;

  
  


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  Extraction of required financial information from UNOPS project agreements and set up of necessary accounts in line with existing UNOPS financial policies and procedures;

  
  


• Information-gathering for budget preparation;


• Preparation and processing of project budget revisions;


• Maintenance of budget databases by verifying and entering approved budgets;


• Review and adjustment of project expenditures/obligations against approved budgets.


• Budgets in conformity with UNOPS Financial Rules and Regulations & procedures of the funding source;


• Monitoring of expenditures, regularly informing supervisor and clients of budget status and any need to reallocate resources to meet objectives;


• Managing Performance of periodical petty cash counts. Maintenance and control of petty cash fund and preparation of report for replenishment;


• Maintenance of a payment schedule status system and filing of all financial documents;


• Periodic review of outstanding obligations/payments and ensure review and required action is taken by relevant staff;


• Planning, organization and implementation of training, conference and study tour logistics


• Assist in the preparation of briefing materials as required for mission travel and/or discussion on project activities;


• Any other duties as assigned by the Project Manager.

3. Knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge;


• Coaching and/or mentoring of colleagues on portfolio management and service administration and encouraging feedback to lead to process improvement and standardization;


• Publication and sharing of information and knowledge with colleagues, clients and partners;


• Participation in the trainings for the programme, operations and projects staff on programme/project management;


• Sound contributions to knowledge networks and communities of practice.

Education

• Secondary education is required. Technical/Professional Diploma in the relevant field is an advantage;


• A Bachelor or Master’s degree University degree preferably in international affairs, business administration, social sciences, economics, mathematics, engineering, development studies or another field relevant to international development assistance will be an asset.

Experience

• 6 years of relevant working experience is required;


• Experience in Project Management support or project management related experience, is required;


• Experience with an international organization and or knowledge of UN rules and procedures in budget management, contracting, purchasing and recruitment of project personnel is highly desirable;


• Skills in budget/financial reporting and client management are essential.

Languages

Fluent working knowledge of English is required

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.

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.


• 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


• 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.

Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement


2. Contract level; LICA 6


3. Contract duration: Ongoing ICA – ‘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-of…

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.