Project Management Support Associate

Dutystation: Beirut, Lebanon

Functional responsibilities

Below are the main functional responsibilities of the incumbent:

1. Project management support tasks.

2. Administrative Tasks.

3. Knowledge building and sharing.

1. Project management support tasks

The incumbent shall support the Project Manager to:

• Ensure all project administrative tasks are completed in accordance with the UNOPS’ Project Management Manual, the internal procedures and processes.
• Receive and check financial reports sent by contractors, suppliers, and/or consultants prior to processing the payments.
• Liaise, coordinate, develop and maintain good working relationships with the stakeholders (Beneficiary, governmental entities, etc..).

2. Administrative tasks

• Support and follow-up with processing administrative, financial and procurement tasks required for projects execution in collaboration with UNOPS relevant staff;
• Support in preparing for, and organizing of meetings and preparation of Minutes of Meetings;
• Assist with the translation of documents (English/Arabic);
• Maintaining records for all site memos and instructions, inspections, testing, shop drawings review, measured quantities of work and material on site, photos, etc.
• Assist in the timely preparation of various types of reports (Monthly, quarterly, semi-annual, annual, ad-hoc, etc..) and presentations, as well as HSSE, and PSEAH reporting.
• Support logistical activities (e.g. transportation planning, preparations for training events, seminars and workshops, etc..), as well as procurement activities.
• Assist in the management of the project information flows and overseeing change controls, risk and issue registers by conducting oversight procedures.

3. Knowledge building and sharing

• Contribute to the project evaluation process, highlighting challenges associated with the project and feedback into a continuous improvement cycle.
• Assist in the dissemination and sharing of best practices and lessons learned for development planning and knowledge building.
• Participate in documenting feedback and reporting on lessons learnt, with an aim towards continuous improvement of working practices.

Impact of Results

The Project Management Support Associate directly impacts on achievement of the project results by assisting the Project Manager to adhere to project management methods and strategies. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Education/Experience/Language requirements
Education

• A secondary school certification is required.
• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, or related field may be considered as a substitute for 4 years of qualifying work experience.
• A relevant professional or technical diploma may be considered as a substitute for 2 years of qualifying work experience.
• PRINCE2® certification is an asset.

Experience

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Financial Management with focus on budget preparation, monitoring, recording, reporting, and coordination is required.
• Experience of working in a UN agency or other international technical cooperation agency is desirable.
• Experience in supporting construction and/or rehabilitation related project(s) is desired.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Finance, Procurement, HR Management and administrative rules and regulations is an advantage.

Computer skills

• Experience in working with the G-Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is desirable.
• Experience in handling web-based management systems is desirable.

Language skills

• Fluency in English and Arabic are required.