Project Support Officer

Summary of functions:

Project Implementation
Financial and procurement management
Stakeholder management, coordination and liaison
Knowledge management and innovation
Development and Planning
Project implementation

Preparation and maintenance of project files, including internal and external project reports.
Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures
Manage assigned delivery of work packages and take responsibility for progress.
Coordinate and liaise with the Project Manager on the implementation progress.
Advise the Project Manager of any deviations from the plan and update plans.
Work with Project manager to identify and manage risks.
Financial and procurement management

Maintain all supporting project financial documents for audit and review processes.
Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.
Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
Process direct payments and advance requests and prepare project budget revisions.
Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
Alert the Project Manager or any financial shortfalls and over-expenditures.
Propose budget revision and initiate corrective action when necessary.
Coordinate vendor communications, meetings, and reports as necessary
Project monitoring and reporting

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.
Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
Support the Project Manager in maintaining the following:
i. Electronic Blue File,

ii. Procurement, HR and Finance files as required by Organizational Directive (OD) 12.

Manage the compilation, consolidation and analysis of relevant data of the mission.
Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

Stakeholder management, coordination and liaison

Support the coordination and management of communications.
Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.
Knowledge management and innovation

Support the compilation of lessons learned as per defined reporting format.
Ensure that Local capacities are built at every level and opportunity for Project Support.
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
Contribute to expertise in tools and techniques
Development and Planning

In conjunction with the PIU team, provides appropriate levels of programmatic management and administrative support to the Project Manager PIU regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.
Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the different implementing partners
Develops and establishes resource tracking systems for use within the PIU, complementary to UNOPS’ online tools, to ensure effective planning, forecasting and tracking of delivery across the Programme
Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Project Manager PIU.

Impact of Results

The Project Support Officer directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved 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.

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