Project Management Support - Analyst

Application period 24-May-2023 to 20-Jul-2023

Functional Responsibilities:

The Project Management Support - Analyst is responsible for supporting the Project Manager with the day-to-day implementation of the project, including monitoring of the project budget, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports.

Stakeholder Management:

• Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• In coordination with the Project Manager, inform the partner on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

Delivery and Performance:

• Prepare and maintain project files, including internal and external project reports.
• Support the Project Manager on the delivery of assigned work packages.
• Inform the Project Manager of any deviations from the plan and update plans. Work with the Project Manager to identify and manage risks.
• Manage workshop preparation inclusive of travels, procurement and participants.
• Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.

Procedures:

• Procurement, HR and Finance les as required by UNOPS policies
• Provide substantive inputs to assist the Project Manager in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
• Manage the compilation, consolidation and analysis of relevant data of the mission
• Maintain records of project files and other supporting documents.
• Support the Project Manager in maintaining the following:
• Maintain all supporting project financial documents for audit and review processes.
• Electronic Blue File
• Monitor project budget and financial expenditure and all administrative procedures in line with the work- plan.
• Supports the Project Manager with financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• 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
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
• Process direct payments and advance requests and prepare project budget revisions.
• Support the Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

Knowledge Management:

• Support the compilation of lessons learned as per de ned 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.
• Participate in the relevant Communities of Practice

Monitoring and Progress Controls

• Managing quality of service as agreed with partners.
• Preparing timely project-related reports, including project highlight report, project plan progress report, project issues report, project risks report and project quality management report.      
• Tracking of project risks and implementation of risks mitigations plan.
• Tracking of project-plan metrics that include performance indicators on management of project team, project budget, project activities duration and project deliverables quality.
• Tracking of project issues and implementation of corrective actions.

Education/Experience/Language requirements:

Education

• University Degree (bachelor’s degree) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline.
• Advanced university degree (Master's degree) in any of the above mentioned areas will be considered an asset.

Required Experience

• Minimum one (1) year of professional experience in project support and reporting is essential.

Language

• Fluency in English is required

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UNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!
Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.