Project Management Support Associate

Dutystation: Amman, Jordan

Functional responsibilities

1. Project monitoring and reporting

2. Project implementation

3. Operational and administrative support

4. Knowledge management and innovation

1. Project monitoring and reporting

• With guidance from the Senior Project Manager, prepare invoices and coordinate with the Finance Team for issuance of Interim Financial Reports in line with reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
• Support the PM in maintaining the following:

i. Electronic Blue File,
ii. Upload on oneUNOPS (ERP) engagement and project level files.

• 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.
• Enter data in OneUNOPS, partners reporting requirements and update regularly.
• Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans.
• Take minutes of project-related meetings and follow up on action points.

2. Project Implementation

• Support the Senior Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
• Maintain project tracking sheet and alert the Senior Project Manager on project end date and reporting requirements of projects.
• Monitor and record best practices and innovative approaches within UNOPS FRR; identify and show alternative options according to activity needs.
• 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.
• Support the documentation of lessons learned and best practices.
• Assist the project planning process.
• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests.

3. Operational and administrative support

• Manage and support on organizing project planning meetings, Senior Project Board meetings and partner’s capacity building training.
• In consultation with the Senior Project Manager, prepare amendments for Project Agreements and budget revisions when applicable.
• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking of multiple donor activities.
• Liaison with partner focal persons for preparation of non-payroll Request for Payments.
• Liaise with any external partners, as well as with all internal units of UNOPS Jerusalem Office and Amman Hub for timely planning and execution of project activities.

4. Knowledge management and innovation

• Support the compilation of lessons learned as per defined reporting format.
• 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 and opportunity for Project Support.
• Maintain records of project files and activity reports in hard and soft copy.

Impact of Results

The Project Management Support Associate directly impacts on achievement of 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 working with the Google Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is an asset.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

• Proficiency in written and oral English and Arabic is required.