Project Management Support Associate

Dutystation: Lilongwe, Malawi

Functional responsibilities

Summary of functions:

• Stakeholder Management
• Project Delivery and Performance
• Operations and Procedures
• Knowledge building and knowledge sharing

Stakeholder Management:

• Establish positive and fruitful working relationships with all members of the Zantchito Skills for Jobs Programme & the overall Programme Team, Beneficiaries, and Partners as appropriate, providing support and guidance on specific and general administrative and project undertakings at the appropriate level.
• Interaction with colleagues and partners and undertaking of missions, as may be required, to guide operational issues and outline UNOPS service provision.
• Fostering of partner relationships as primary focal point for assigned tasks

Project Delivery andPerformance:

• Support of assigned aspects of project initiation, implementation and closure in full compliance with UNOPS rules and regulations
• Provide support to the overall aspects of project operations related to reporting.
• Provide substantive inputs to assist the supervisor in the preparation of project reports and documents.
• Support the Project Management Support Senior Officer in monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Process direct payments and advance requests and support in preparation of project budget revisions.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Alert the supervisor of any financial shortfalls and over-expenditures, and propose budget revision, and initiate corrective action when necessary.
• Support in the administrative tasks related to management of project inventory, assets, including recording and reporting as per UNOPS rules and regulations.
• Support in maintaining the Electronic Blue File, uploading engagement and project level files on OneUNOPS (ERP) as per the organization’s guidelines for record keeping.
• Provide support with the organization of meetings; prepare minutes and summaries of actions to be taken, and follow-up with focal points.
• Support in the coordination of vendor communications, meetings, and reports as necessary.
• Provide efficient support in contract management all matters relating to successful supervision and management of contracts and purchase orders.
• Support in the management of the travel plan of the project team, manage travel bookings, and coordinate with relevant colleagues for any travel requirements.
• Support the organization of induction briefings to newly recruited project team members and render support to consultants in the course of their assignment.

Operations and Procedures:

• Follow the Project Management Manual Instructions and ensure awareness of and relevant respect for organizational policy compliance (Organisational Directives and Administrative Instructions).
• Contribute to efficient and effective use of the Zantchito Skills for Jobs Programme, Project Management Office (PMO) and UNOPS tools for monitoring project performance, outputs, and benefits.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Knowledge building and Knowledge sharing:

• Maintenance of accurate data and information to facilitate monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
• Publication and sharing of information and knowledge with colleagues, clients and partners.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The effective and successful achievement of results by the Project Management Support Associate directly impacts on achievement of project results by supporting the Country Manager to adhere to project management methods and strategies, reduce risks, cut costs and improve success rates. 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:

• Completion of Secondary education is required.
• A Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant discipline may substitute for some of the years of experience required

Experience:

• A minimum of six (6) years of relevant experience in administration or programme support service is required.
• Experience working in financial reporting, and implementation of infrastructure projects will be an added advantage.
• Knowledge of ERP (oneUNOPS) systems is an asset
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
• Experience /knowledge of web-based applications and Google Suite products, especially google forms, sheets, docs and slides is an asset.

Language:

• Fluency in written and oral English is required.
• Knowledge of a second UN or regional working language is an asset.