Back Project Management Support Specialist

Background Information - Job-specific

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.

New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with the Executive Office of the Secretary-General (EOSG) of the United Nations to implement the activities of the Climate Action Team (CAT) Project.

The Secretary- General’s Climate Action Team will focus on the following:

• Delivering on the commitment of the developed countries to double adaptation finance, implementation of the Early Warning Systems For All, Adaptation Pipeline Accelerator initiatives of the Secretary-General, and other similar country-led approaches to adaptation planning and implementation;
• Securing 1.5°C-aligned, whole of economy and all GHG emission Nationally Determined Contributions (NDCs) with a particular focus on the G20.
• Working with UN system entities and other stakeholders to ensure that coordinated support is provided to developing countries to prepare and submit their new NDCs.
• Contributing to the reform of the international climate finance architecture and the multilateral development banks including through the full operationalization of the new Loss and Damage Fund.
• Delivering tangible results to scale up adaptation and resilience finance and projects in developing countries including through cooperative initiatives.
• Developing and implementing targeted strategies for fossil fuel phase-out and renewable energy scale-up including through the Just Energy Transition Partnerships and other cooperative initiatives.
• Strengthening and verifying short-term and longer-term commitments made by non-state actors to reach net zero by 2050 through the implementation of the guidelines recommended by the Secretary-General's High-Level Group of Experts on Net Zero Commitments.
• Enhancing UN system support to countries to deliver on the climate and environment-related Sustainable Development Goals this decade.
• Providing up-to-date analytics and policy guidance for the Secretary-General, Deputy Secretary-General, UN leadership and Member States.
• Designing and executing a cross-UN global communications campaign and movement focused on SG and UN leadership on climate action at all levels, and messaging and storytelling to build political will, elevate local solutions and mobilize individual actions.

  Under the overall guidance of and reporting to the Development and Special Initiatives Senior Portfolio Manager, the Project Management Support Specialist will be tasked with the development of project opportunities, extension and change in scope of existing projects. The project officer is responsible for the day-to-day operations of the project(s) and provides services to the different donors, partners and beneficiaries. The project officer ensures that the project outputs are delivered within the specified project tolerances of time, cost, quality, scope, risk and benefits. He/she is expected to meet the organization’s performance and delivery goals.

  The incumbent of this position will be a staff member of UNOPS under its full responsibility.

  Functional Responsibilities
  

  The responsibilities of the Project Management Support Specialist include:

  1. Stakeholder engagement and project development
  2. Project Delivery and Performance
  3. Procedures
  4. Quality assurance
  5. Knowledge management and innovation
  6. Personnel management

     1. Stakeholder engagement and project development

     • Develop new project opportunities.
     • Support the extension of the current project or change into its scope.
     • Prepare budgets, project proposals and cash flow.
     • Manage communications and ensure effective service provision to the partner.
     • Coordinate internal project communications. Monitor the effectiveness of project communications. 2. Project Delivery and Performance
       • Implement approved project plans (including the establishment of milestones) within tolerances set by the project.
       • Manage the production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
       • Liaise with any external suppliers or account managers.
       • Advise the project team of any deviations from the plan.
       • Identify and manage risks so that maximum benefit to client and stakeholders is achieved.
       • Monitor and evaluate performance of service providers.
       • Identify and report potential project opportunities for UNOPS to supervisor.
       • Identify and report threats to UNOPS internal business case to supervisor.
       • Develop, complete and update implementation plan(s).
       • Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
       • Manage the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
       • Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan. 3. Procedures
         
         • Prepare relevant reports.
         • Ensure that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).
         • Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
         • Understand and manage allocable charges, and related corporate charges as they apply to the project.
         • Understand the unique structures of the UN and budget appropriately for personnel.
         • Manage and remain accountable for expenditures against the budget (based on accurate financial reports).
         • Prepare/adapt all relevant plans for approval.
         • Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
         • Draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
         • Ensure maintenance of the project files and lessons learned are recorded.
         • Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
         • Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
         • For project closure purposes, provide a formal handover of the project to the closure manager.
         • Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

           4. Quality assurance

           • Work with internal stakeholders to ensure projects comply with audit requirements.
           • Work with procurement/purchasing staff to ensure effective interface with suppliers quality systems.
           • Coordinate quality reviews of project documents and deliverables.
           • Provide quality control for management outputs (project documents, reports, etc.).

             5. Knowledge management and innovation

             • Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
             • Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices.
             • Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice.
             • Research and logging of lessons learned throughout the project life span.
             • Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

               6. Personnel Management if applicable

               📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

               ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

               • Lead and motivate the project management team.
               • Ensure that behavioural expectations of team members are established.
               • Ensure that performance reviews are conducted fairly, accurately and timely.
               • Select, recruit and train a team as required and take into account gender parity and diversity objectives.
               • 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.
                 Impact of results

                 The Project Management Support Specialist directly impacts on achievement of project development and results by developing new project opportunities or extension to the project, adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates. 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.

                 Education/Experience/Language requirements
                 *FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*
                 
                 Education
                 
               • Advanced university degree (Master's degree), preferably in Business or Public Administration, Engineering, Project Management, International Relations or in a field related to the post description with five (5) years of relevant experience is required; OR
             • First-level university degree (Bachelor’s degree or equivalent) preferably in Business or Public Administration, Engineering, Project Management, International Relations or in a field related to the post description with seven (7) years of relevant experience is desirable.
               Work Experience
               
             • Relevant experience is defined as experience in project management or project support.
           • Experience working with the UN Secretariat or implementing projects for the UN Secretariat is required.
         • Experience in developing or implementing climate related initiatives for international organizations is required. Language requirements:
           
         • Fluency in English (read, write, speak) is required. 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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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. Contract type, level and duration

           Contract type: Fixed Term
           Contract level: P3
           Contract duration: One year initially, renewable subject to satisfactory performance and funding availability'.

           For more details about United Nations staff contracts, please follow this link:
           https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.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.

  7. 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.

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.