Functional responsibilities

The Project Management Support Specialist reports to the Senior Programme Officer who provides broad supervision and guidance. The role is responsible for supporting the Senior Programme Officer with the day-to-day operations of the mission and coordinating mission progress and implementation. 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 mission reports.

The Project Management Support Specialist’s responsibilities include the following:

Project implementation

• Prepare and maintain 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 Senior Programme Officer on the implementation progress
• Advise the Senior Programme Officer of any deviations from the plan and update plans
• Work with the Senior Programme Officer to identify and manage risks
• Review technical training materials for branding and consistency
• Maintain high quality standards in the preparation and review of all written communications and information products

Financial and procurement management

• Ensure project budget and financial expenditure and all administrative procedures in line with the work-plan
• Support the Senior Programme Officer by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met
• Participate in regular reviews of project budgets and the programme budget to advise on compliance of planned expenditure with UNMAS Iraq Programme mandates and respective financial agreements
• Coordinate vendor communications, meetings, and reports as necessary

Project monitoring and reporting

• Provide substantive inputs to assist the Senior Programme Officer in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• Maintain records of project files and other supporting documents
• Maintain registers and/or logs as delegated by the Senior Programme Officer
• Prepare and review periodic and ad hoc substantive reports against donor contributions, projects and activities
• Prepare and review written communications and external relations documents for the programme, including highlight reports, articles and social media posts
• Maintain documentation of decisions and actions taken on strategic, programmatic and budget-related issues
• Support the Senior Programme Officer in maintaining the Electronic Blue File, Procurement, HR and Finance files as required by UNOPS policies
• Manage the compilation, consolidation and analysis of relevant data of the mission

Stakeholder management, coordination and liaison

• Draft proposals for donors funding
• 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 and provide programme information as required
• Prepare presentations and minutes for weekly, monthly, quarterly and annual programme reviews
• Provide logistical and substantive support for visits of donors and other delegations
• Assist the Programme Manager during donor visits, visits to embassies and presentations and visits to/by Mine Action stakeholders in country
• Liaise with UNAMI and other UN counterparts on broader programmatic issues and strategic planning, such as UNDAF+ and ISF; as welwell as on results-based budgeting and other reporting requirements

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 Management 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
• Keep up-to-date with developments in UN Secretariat results-based budgeting and related guidance as well as donor guidelines for the management of financial contributions

Any other related duties as requested and tasked by the Senior Programme Officer

Education/Experience/Language requirements

Education

• An Advanced University degree (Master’s Degree or equivalent) in Business Administration, Logistics, Emergency Management, International Relations, Social Science, or related field and 5 years of relevant experience; OR
• A First-level University degree (Bachelor’s Degree or equivalent) in Business Administration, Logistics, Emergency Management, International Relations, Social Science, or related field and 7 years relevant experience;OR
• A Secondary School diploma (High School or equivalent) in Business Administration, Logistics, Emergency Management, International Relations, Social Science, or related field and 11 years relevant experience is required.

Experience

• Relevant experience is defined as experience in Programme, Project Management or Support, Partner Liaison, Communications or Business Administration.
• Experience in the field of Programme, Project Management or Support, Partner Liaison, Communications or Business Administration with focus on monitoring, reporting, development and coordination is desired.
• Experience in writing project proposals or reporting is required.

Language

• Fluency in English (Speaking, writing, reading) is required
• Knowledge of Arabic (Speaking, writing, reading) is desired.