UNOPS Project Support Officer - Jobs in Kenya
UNOPS Project Support Officer - Jobs in Kenya
The United Nations Mine Action Service (UNMAS) is a component of the United Nations Assistance Mission in Somalia (UNSOM) and works in close coordination with the Rule of Law and Security Institutions Group (ROLSIG) within UNSOM.
The UNMAS programme is engaged in working with the Somali Explosive Management Authority (SEMA) in clearance of mines and delivery of Mine Risk Education while strengthening capacity within the Ministry of Internal Security;
Explosive Ordnance Disposal (EOD) capability development and mentoring in the Somali Police Force (SPF), Weapons and Ammunition Management (WAM) through the Office of the National Security Advisor (ONSA) and Federal Government of Somalia (FGS) with the Somali National Army (SNA), the National Intelligence Security Agency (NISA), the Somalia Police Force (SPF), and the Custodial Corps.
UNMAS also works with the African Union Mission in Somalia (AMISOM) operations under UNSOS.
Functional Responsibilities
Project implementation
Support the Project 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 Project 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 Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.
Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
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:
Electronic Blue File,
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.
Coordination and Liaison
Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project.
Proactively coordinate/liaise with support units on all administrative matters related to contract management
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
In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable;
Review input of financial information, expenditures etc in ATLAS
Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
Support development and maintenance of ATLAS based management information systems to ensure real time tracking and asset management under the project activities;
Liaise with the Finance Unit to process and monitor all payment requests within the Project
Assist the Project Manager in monitoring all HR requirements and related activities under the Project
Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, 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;
Supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
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.
Maintain records of project files and Activity reports in hard and soft copy.
Prepare budget forecast and periodic financial reports as requested.
Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts
Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action
On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Somalia to review compliance with recognized procedures.
Establish and monitor an internal control system for all administrative actions
Perform other duties as assigned by the Project Manager
Education
A Bachelor’s Degree in a relevant field (e.g. Business Administration
Experience
A minimum of 2 years relevant experience, specifically in the field of Project Management and/or Operations Management is required.
Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and/or operations management is an asset.
Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
Languages
Full working knowledge of English is essential.
Fluency in one or more additional official UNOPS languages is an advantage.
How to Apply
Interested and qualified candidates should apply online by 5th June 2019
For more information and job application details, see; UNOPS Project Support Officer - Jobs in Kenya
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