Background Information - Job-specific
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country's infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.
Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.
UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals.
The UNOPS Office in Poland, operating under the auspices of the UNOPS Ukraine Multi-Country Office in partnership with the UN Global Compact Network Poland, will aim to support Ukraine's recovery and reconstruction efforts. This will be achieved through leveraging contributions from the Polish government and private sector, including in-kind donations to deliver building materials, specialized equipment and other goods to Ukraine with a focus on Building Back Better. Furthermore, the UNOPS Office in Poland will facilitate Ukraine's journey towards European Union accession by drawing upon the valuable experiences of Poland's own EU integration and membership.
Under the direct supervision of the Project Management Support Analyst, the Project Management Support – Associate will be responsible for the efficient and effective implementation of project and communication activities. He/she will contribute to project planning, implementation, monitoring, and reporting while ensuring compliance with UNOPS procedures and donor requirements. The Associate will also maintain coordination with UN partner agencies and key stakeholders and will manage activities related to the visibility and publicity of the project's support.
Functional Responsibilities
Project Monitoring and Reporting
Project Implementation
Operational and Logistic Support
Knowledge management and innovation
1.Project Monitoring and Reporting
a) Support the Project Management Support Analyst in maintaining the following:
i. Timely documentation
ii. Upload relevant documents inoneUNOPSprojects both at engagement and project levels, as necessary
b) Provide substantive inputs to assist the Project Manager/ Management Support Analyst in the preparation of project reports and documents
c) Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping
d) Ensure timely entry of project risks, lessons and issues in oneUNOPSprojects.
e) Assist Project Manager/ Management Support Analyst in updating of risks, issues and lessons
f) Support on the compilation, consolidation and analysis of relevant data for regular portfolio reports and stage plans
g) Take minutes of regular team meetings and follow up on action points.
2. Project Implementation
a) Support the Project Manager/ Management Support Analyst in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress
b) Maintain project progress tracking sheet and alert the Project Manager on key project milestones and and reporting requirements of projects
d) In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable
e) Facilitate information flows and support in managing risk registers and issues
g) Assist the project planning process, as required
h) Prepare draft Pro Forma and Agreements as per the input received from procurement team
i) Follow up with partners on project agreement signing, information required for project closure and fund transfer requests.
3. Operational and Logistic Support
a) Manage and support on organizing project planning meetings, Project Board meetings and partner’s capacity building trainings as necessary
b) In consultation with the PMSA, prepare amendments for Project Agreements and budget revisions when applicable;
d) Coordinate with the internal procurement and logistic team on all transport, inventory and procurement issues for direct support of the project and in support of PMSA.
e) Manage the travel plan of the Team in Poland, manage travel booking, and coordinate with Admin Team for DSA and other related requirements for travel.
4. Knowledge management and innovation
a) Identify and capture lessons and best practices in oneUNOPSprojects
b) Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building
c) Support that Local capacities are built at every level
Impact of ResultsThe Project Support Associate directly impacts on achievement of project results by assisting the Project Manager and Project Management Support Analyst to adhere to project management methods and strategies. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.
Contract type: Local ICA
Contract level: ICA Specialist 6
Contract duration: open-ended, subject to satisfactory performance and availability of funds. 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
This is a local position, it is therefore open to Nationals of Poland and to individuals who have a valid residence/work permit.
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.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority 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.