Project Management Support Officer (Coordination), LICA-8

Background Information – Philippines

Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU. In the health sector, UNOPS works with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law,  and governance sectors.

Background Information - SUBATRA Project

Support to Bangsamoro Transition (SUBATRA) is a 5-year program funded by the European Union, and co-financed by the Spanish Agency for International Development Cooperation (AECID), through an Agreement with the Government of the Republic of the Philippines. SUBATRA contributes to a smooth and timely undertaking of the transition through capacity building of the three branches of the Bangsamoro Government (executive, legislative and judicial) and civil society organizations. This will promote an enabling good governance environment and support the efficient implementation of policies set up by the transition plan, with a focus on capacities that are critical for the sound functioning of interim institutions. These include 

• Output 1: the capacity of the BTA’s executive branch superstructure to drive and coordinate key transitional policies; 

• Output 2: the capacity of the Parliament to exercise its law-making and oversight functions; 

• Output 3: the capacity of the Justice System to adjudicate litigations and improve access to justice, and 

• Output 4: the capacity of the civil society to contribute to a peaceful transition to the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM).

UNOPS is responsible for the provision of logistical and administrative support, which include the organization of training, workshops, seminars, and study tours as well as foreseen procurement of equipment under all 4 expected results including communication and visibility activities. In addition, UNOPS is in charge of the assessment and implementation of the infrastructure component of the Action linked to Outputs 1,2,3, and 4. UNOPS will coordinate and receive policy directions from the EU and abide by decisions and directions provided by the Programme  Steering Committee (PSC) of SUBATRA, in accordance with the matrix of responsibilities, UNOPS rules and procedures and within the budget limit of this Agreement.

This involves the timely provision of support for activities (seminars, workshops, and study tours), procurement of goods and services, the infrastructure of ten (10) facilities, ICT, and communication and visibility actions.

The expected outcomes of the project are:

• Overall Objective: To contribute to a peaceful, cohesive, secure, and inclusively developed Mindanao.

• Specific Objective: The establishment of an enabling democratic governance environment for a smooth implementation of the transition in the Bangsamoro Region.

 Functional Responsibilities

Under the supervision and guidance of the Project Manager, the Project Management Support - Officer  works closely with the project team to implement and deliver activities in line with approved action plans. She/he provides support to the effective and efficient implementation of the Programme through a range of actions contributing to planning, management, and monitoring of project activities. The Project Management Support - Officer provides services to donors, partners, suppliers and beneficiaries, and is expected to contribute strongly to the projects’ performance and delivery goals.

In performing her/his work, the Project Management Support - Officer promotes a client, quality and results-oriented approach, and works closely with the project’s personnel to exchange information and ensure consistent service delivery.

The Project Management Support - Officer will undertake the following activities/responsibilities:

1. Stakeholder Management: 

• Establish positive and fruitful working relationships with all members of the SUBATRA Programme Team, Beneficiaries and Clients, as appropriate, providing support and guidance on specific and general administrative and project  undertakings at the appropriate level.

2. Delivery and Performance:

• Support the Programme in administrative proceedings, contract management, monitoring, evaluation and reporting of activities, preparation and follow up of procurement plans and budget/expenditures related inputs.

• Organise and provide logistical support for events, meetings, training, workshops, and study trips.

• Carry out administrative duties by collecting data, sorting, filing and sending out project files, record keeping and archiving of project related activities, distribution and circulation of working documents to stakeholders in electronic and hardcopy versions.

• Provide technical assistance to Programme beneficiaries in order to ensure fulfilment of products’ quality criteria, enhance outcomes, and address sustainability.

• In close collaboration with the project team, coordinate work of retainers and service providers needed for implementation of the activities 

• Provide support to the Programme communication and visibility activities

3. Procedures:

• Follow the Project Management Manual Instructions and ensure awareness of and relevant respect of the organisational policy compliance (Organisational Directives and Administrative Instructions).

• Contribute to development of Programme reports and plans as envisaged by the Programme’s Description of Action, while in particular considering progress against the indicators in the Result’s framework matrix.

• Contribute to the identification and assessment of risks and issues. Implement mitigation measures in accordance with the Risk Management Strategy. Contribute to the identification and sharing of the Programme’s lessons learned and best practices.

• Contribute to efficient and effective use of Programme and UNOPS tools for monitoring of project performance, outputs and benefits.

• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

 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

 Contract type, level and duration

• Contract type: LICA
• Contract level: ICS-8/LICA-8
• Contract duration:  One year initially, renewable subject to satisfactory performance and funding availability
• Duty Station: Cotabato, Philippines. Cotabato is a non-family duty station. 

The position is open for application only for Philippines nationals and those who hold valid permission to work in the country.

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 Information

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.