Back Management and Coordination Specialist

Background Information - Job-specific

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

UNOPS Amman Multi-Country Office (AMMMCO)

The UNOPS Hub in Amman implements projects on behalf of UN agencies and bilateral donors and in close coordination with the Government and national authorities. With an established presence across the region (Jordan, Iraq, Syria, Lebanon and Yemen), the office runs operations including large-scale procurement, project development and technical management, and provides financial, human resources and infrastructure-related services.

The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, to achieve the outcomes sought by the clients.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a fully diverse workforce.

Project Information

The incumbent will work on a large-scale procurement project which will include the procurement of furniture, equipment, IT equipment, vehicles and other services for the health, education, tourism and public finance sectors in Jordan. The 5-year project is expected to increase the capacity and commitment of the Government of Jordan to boost health outcomes of families and communities, improve learning outcomes for school-aged children, and enhance the preservation and protection of the primary protected areas and heritage sites in Jordan.

The team consists of around 5-7 full-time personnel as well as part time consultants who will support the delivery of this project

Functional Responsibilities

Under the overall guidance and direct supervision of the Senior Project Manager (PM), the Management & Coordination Specialist will support the PM in coordinating with the Government of Jordan (GOJ) entities, as well as conducting verification visits to the different sites of procurement (Hospitals, schools, touristic sites, Ministry of Finance sites) and other project sites as required. The Management and Coordination Specialist Specialist’s responsibilities include, but are not limited to:

Project implementation

Financial and procurement management

Monitoring and reporting

Stakeholder engagement

Knowledge management and innovation

Personnel Management

1. Project implementation

Represent the project manager when needed

Support the Senior Project Manager in developing, completing and updating relevant plan(s) including, but not limited to, the implementation plan and procurement plan

Contribute substantially to project teams’ effort in implementing the project’s work processes, procurement and financial management arrangements, and the financial reporting requirements of the Donor.

Conduct verification visits to the different sites of procurement (Hospitals, schools, touristic sites, Ministry of Finance (MOF) sites, Ministry of Digital Economy and Entrepreneurship’s (MODEE), National Information Technology Center (NITC), etc) to ensure quality control

Provide coordination and monitoring of operational processes implemented throughout all project components

Monitor procurement, reporting and financial management processes

Ensure the progress of activities and the delivery of work packages

Coordinate with the Senior Project Manager and communicate openly and transparently to facilitate achievement of milestones and deliverables in project implementation.

Inform the Senior Project Manager of any deviations from the project plan and provide support to make the necessary updates

Identify and manage risks in collaboration with the Senior Project Manager

Represent the project in selected coordination meetings when delegated.

2. Financial and procurement management

Compile data and research information for planning of financial resources/administrative budget related to the operating environment of the project

Review procurement and technical reports before submission to the project manager and senior management.

Support the Senior Project Manager by monitoring budgets, cash flow and reporting on expense obligations to ensure that effective and efficient achievement of project objectives

Participate in regular reviews of project budgets to advise on compliance of planned expenditure according to financial agreements

Escalate any significant risks related to financial and procurement matters to the Senior Project Manager when necessary and resolve issues together with the project team and support teams in AMMMCO

Prepare budget revisions, when necessary

Coordinate necessary meetings, information sharing and reports with suppliers

3. Monitoring and reporting

Support field activity monitoring, assisting the Senior Project Manager in observing processes implemented throughout the project lifecycle

Oversee documentation and payments and ensure timely response and processes to support project personnel

Actively participate in the preparation of reports and governance requirements of the project

Prepare donor and internal progress and/or financial reports, alongside a final implementation progress report, in accordance with donor and UNOPS requirements for reporting

Manage project logs and records, and maintain and file project documents and other supporting documents ensuring version control and other quality measures

Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality)

Provide routine oversight and analysis of delivery data within the dashboard system.

4. Stakeholder engagement

Establish solid working relationships with the project board, government and donor counterparts and community representatives.

Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and shared ownership of the project objectives

Advise the PM and AMMMCO Management on issues that may impact the achievement of their outcomes

Participate and contribute in stakeholder meetings as required

5. Quality assurance

Ensure integration of quality assurance and compliance (QA/QC) mechanisms across all activities with the support of the Quality/compliance Engineer rretainers under the project.

Coordinate quality reviews of project documents and deliverables.

Provide quality control for management outputs (project documents, reports, etc.).

Support and guide the project team in reviewing and preparing the QA/QC plan for all procurement activities, i.e. procurement furniture, medical equipment, vehicles..etc

Assist the project team in QA/QC activities including regular reviews of suppliers to ensure compliance with specifications and quality standards of the procured equipment, furniture and others.

Ensure specific quality standards are constantly met at all levels of the procurement project lifetime and in adherence to UNOPS project implementation standards.

Monitor supplier performance and manage relationships to ensure compliance with contractual obligations.

Ensuring that the project team keeps records of all documentation regarding the QA/QC.

Tracking and reporting all non-conformances to the project manager.

Assist the Senior Project Manager and the project team during the QA/QC controlling activities related to suppliers submissions ensuring compliance with specifications

Supervise the document control process with respect to QA/QC.

6. Knowledge management and innovation

Support the management of lessons learned in accordance with the chosen reporting system

Facilitate local capacity development in accordance with needs at all levels and foster opportunities for project support

Contribute to the dissemination and sharing of good practices and lessons learned in planning and knowledge building

Maintain and organize project information in formats that comply with confidentiality, access, good governance and organisational guidelines

Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)

Take minutes of regular team meeting and follow up on action points

Support and role model good practice in the use of tools and techniques for knowledge management

7. Personnel Management

Support the Senior Project Manager in leading and motivating the project team

Perform duties of Officer in Charge when delegated

Ensure that behavioral expectations of team members are established

Ensure that performance reviews are conducted timely and objectively

Ensure safety and security for all personnel and comply with UNDSS standards

Ensures high-quality recording of results, performance, and services of the team and its implementing agencies

Ensure safety and security for all project personnel and comply with UNDSS standards.

Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments

Competencies
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements
Education:
Advanced university degree (Master's or equivalent), in Business Administration, Project management,, Engineering, Procurement, Supply Chain or related fields is desired. A Bachelor's Degree, preferably in Engineering, Project Management, Business administration or related fields in combination with 2 additional years of relevant experience will be accepted in lieu of a Master's Degree. .
Experience: Minimum of five (5) years (or more depending on academic credentials) of progressive experience in programme/ project management of procurement and/or rehabilitation related projects, with at least three (3) years of experience in a Management and coordination role of a large or multi-sector infrastructure rehabilitation/procurement projects is required; A minimum of two (2) years experience working on procurement-related activities in healthcare and/or education sector is required; A minimum of two (2) years experience in liaising with senior stakeholders from the government and/or the donor is required. Proven experience in quality assurance and control is required. Experience in writing comprehensive reports and/or technical documentation is required; Working experience in Jordan will be a strong asset. Previous experience working in the Middle East will also be an asset. Previous experience with international organization/s and/or UN in a humanitarian and/ or conflict/post-conflict settings is required. PRINCE2 Foundation/Practitioner Certification or PMP Certification is an asset.
Language:
Fluency in spoken and written English is required; Fluency in spoken and written Arabic is required

Contract type, level and duration

Contract type: Local Individual Contractual Agreement
Contract level: LICA Specialist - LICA10
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Information

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.