Project Management Support – Officer

Project Background Information – GoJUST II
The Justice Sector Reform Programme: Governance in Justice II (GOJUST II) aims to strengthen the Rule of Law through a two-pronged approach by combining improved administration of justice and enhanced promotion and protection of human rights. The GoJUST II will build on the experiences and lessons learnt from the work done in the previous GoJUST and previous EU-Philippines Justice Support Programme in the sector.

UNOPS will support the implementation of the GOJUST by providing logistical support (organisation of activities i.e. training, workshops, seminars, study tours, etc.) and procurement of necessary equipment. In order to deliver the project requirements, UNOPS KHOC will establish a Project Management Support Unit (PMSU) based in Manila, Philippines, that will include both international and specialist experts within their respective fields.

The Project Management Support Officer will be working closely with the Senior Project Manager (SPM) ensuring smooth coordination between the Technical Assistance Team and the Project Team. He/she will be responsible for keeping track of activities, procurement requests, as well as managing the day-to-day ad hoc concerns that may arise. He/she is expected to support the SPM in ensuring internal UNOPS assurance procedures and compliances.

Functional Responsibilities

Under the supervision of the Senior Project Manager, the Project Management Support Officer will be responsible for:

1. Project implementation

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

2. Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.
• Support the Project Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
• Facilitating processing of direct payments and advance requests and prepare project budget revisions.
• Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures.
• Conduct budget revisions and initiate corrective actions when necessary.
• Coordinate vendor communications, meetings, and reports as necessary.

3. Stakeholder management, coordination and liaison

• Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.
• Supports the Project Manager in communication between the project and the Government of Japan.
• Manage communications with stakeholders and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• Supports the Project Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

Knowledge management and innovation

• Actively seeks advice and coordinates donor engagement with UNOPS MCO Partnership Office.
• Support the compilation of lessons learned as per defined reporting format and the PMM.
• Actively contribute to building local capacities at every level and opportunity in 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.

Education

• Advanced University Degree in Project Management, Business Administration, Finance, Logistics, International Relations, or other relevant discipline.
• University Degree (bachelor’s degree / first level) with a combination of 2 additional years of relevant professional experience in Project Management, Business Administration, Finance, Logistics, International Relations, or other relevant discipline, may be accepted in lieu of the advance university degree.
• A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.
• Prince 2 Foundation Certification will be considered an asset.

Experience

• 1 (one) years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management, preferably with focus on Monitoring, Fiduciary management, Reporting, Development and Coordination.
• Additional 2 years of relevant experience with a Bachelor’s Degree will be considered in lieu of the masters’ Degree.
• Technical/Professional Diploma Certification with 6 years of relevant experience may also be considered.
• Experience in complex operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset;
• Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages

Fluency in both written and spoken English is required.