Project Management Support – Officer 18 views0 applications 177 views

The UK government aims to assist Zimbabwe to have effective and legitimate institutions for peace, security and justice, which operate under the rule of law, protect human rights and manage conflict and are accountable to the state, communities and individual citizens. Zimbabwe Security and Justice Project, funded by HMG’s Conflict Stability and Security Fund,  is an approach that brings together development, defence engagement and diplomacy to help ensure a prosperous and stable future for the people of Zimbabwe.

UNOPS is providing back office support to this DFID’s security, justice and rule of law projects being implemented in Zimbabwe. Project is in phase 2 of implementation ending on 31 March 2021.

The Project Management Support – Officer reports to the Support Services  Manager who provides broad supervision and guidance. The role is responsible for supporting the Support Services Manager with the day-to-day operations and implementation of the projects under the Office. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of project reports. Candidate will serve as a key member of the team and should be a self-starter and possess excellent organizational skills.

• Project Implementation
• Financial and procurement management
• Project Monitoring and Reporting
•  Coordination and liaison
• Knowledge management and innovation
• Operational and logistical support

Project Implementation

• Support the Support Services Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
• Monitor project financials and advise the Support Services Manager accordingly;
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment);
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to activity needs;
• Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices;
• Supporting the project planning process;
• Maintenance of all supporting project financial documents for audit and review processes;
• Management of work packages within the project as and when required;
• Assist the Support Services Manager in monitoring of the project quality indicators and supporting on monthly assurance tasks;

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 to  ensure real time tracking and asset management under the project activities;
  • 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 Support Services Manager by monitoring budgets, preparing budget forecasts and cash flows and reporting on expense obligations to ensure that deliverables are met;
  • Review weekly activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
  • Alert the Support Services Manager of any financial shortfalls and over-expenditures;
  • Propose budget revision and initiate corrective action when necessary;
  • Coordinate vendor communications, meetings, and reports as necessary;
  • In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and
  • Budget revisions when applicable

Project monitoring and reporting

• • Provide substantive inputs to assist the Support Services 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 Support Services Manager in maintaining the following: (i.)  Electronic Blue File and (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 Support Services Manager in the preparation of project completion reports and ensure compliance with contractual obligations;
  • As directed by the Support Services Manager, provide oversight support on project implementation activities as directed by the Support Services Manager;

Coordination and Liaison

• • Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project office;
  • Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
  • Proactively coordinate/liaise with support units on all administrative matters related to contract management;
  • As directed by Support Services Manager, liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

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;
  • Contribute to expertise in tools and techniques

Operational and Logistic Support

• Assist the Support Services Manager in monitoring all HR requirements and related activities under the Project;
• Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required;
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team;
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery-recommend solutions and take appropriate remedial action in consultation with the Support Services Manager;
• Establish and monitor an internal control system for all administrative actions;
• Perform other duties as assigned by the Support Services Manager.

• A university Degree (bachelor’s degree / first level) with a combination of 2 additional years of relevant experience  in Business Administration, Project Management, Operations Management, Logistics, International Relations or other relevant discipline may be accepted in lieu of the advance university degree.
• An advanced University Degree in relevant discipline is an asset.

• A minimum of 2 years relevant experience in Project Management support and Operations Management is required;
• At least 2 years experience in budget management and reporting is required;
• Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an added advantage;
• Experience in humanitarian emergency operating contexts and UN procurement regulations and rules is an asset.

• Excellent command of English language (oral and written) is required;
• Working knowledge of another, official UN language will be an asset.