Background Information - Afghanistan
Afghanistan
With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.
The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.
Background Information – Project specific The Project for Community-led Climate Change Adaptation in Afghanistan,\" aims to strengthen the resilience of communities by implementing community-led adaptation measures. Its overall objective is to empower people in target communities to have strengthened climate change and disaster resilience through two main components: constructing and rehabilitating small-scale infrastructure for climate change adaptation (e.g., check dams, river bank protection walls, irrigation canals), and strengthening community-based systems to mitigate the impacts of climate change and adverse climate events through training and capacity building.
Background Information - Job-specific
Functions/Key Results Expected
The Project Management Support Specialist reports directly to the Senior Project Manager who provides broad supervision and has a secondary reporting line to the Head of Support Services who provides technical guidance. The role is responsible for supporting the Senior Project Manager with the day-to-day operations of the project, planning and coordinating implementation activities. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of project reports. The Project Management Support Specialist may often have to work in complex and challenging environments with limited resources.
Functional Responsibilities
Summary of Functions:
Project Delivery and Performance
Procedures
Monitoring and reporting
Stakeholder engagement
Quality Assurance
Knowledge management and innovation
Personnel Management
In coordination with the Senior Project Manager, develop, complete, and update implementation plan(s)
In coordination with the Senior Project Manager, implement the approved plan (including the establishment of milestones) within tolerances set in Legal Agreement.
In coordination with the Senior Project Manager, embed sustainability dimensions, including social and gender inclusion, and environmental and economic aspects into project life span.
Support the Senior Project Manager in managing the production of the required outputs, and support the Senior Project Manager in taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
In coordination with the Senior Project Manager, ensure that quality of deliverables complies with the quality requirements defined in the Implementation Plan.
Liaise with any external suppliers or account managers
Monitor project progress, ensuring that deliverables are being executed properly
Control project changes
Accept goods, services, or works delivered by suppliers. Lead contract management duties, including supplier performance evaluation.
Identify and anticipate in a timely manner potential risks and issues and advises mitigating measures to the Project Executive so that maximum benefit to partner(s) and other stakeholders is achieved
Identify and report to the supervisor potential project opportunities for UNOPS 2. Procedures
Comply with all organizational policies and specifically the Project Management Manual
Prepare/adapt all relevant plans for approval by the Project Executive.
Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
Support the Senior Project Manager and other team members to 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.
In coordination with the Senior Project Manager, 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 deliverables are met and payments to contractors and personnel are received on time.
Understand and manage UNOPS indirect costs and shared direct costs, and related corporate charges as they apply to the project
Understand the unique structures of the UN and budget appropriately for personnel
Manage expenditures against the budget (based on accurate financial reports)
Act as committing officer and monitor and instruct/request others to carry out the relevant commitments and disbursements.
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
3. Monitoring and reporting
Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
Regularly review project status, evaluating performance criteria (scope, cost, schedule, and quality).
Maintain diaries and progress reports as required by the organization’s standard procedures.
Provide routine oversight and analysis of delivery data within the dashboard system.
Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span
4. Stakeholder engagement
In coordination with the Senior Project Manager, develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
Establish solid working relationships with the Senior Project Manager (and his/her team) and Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover outputs
5. 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.)
6. Knowledge management and innovation
Encourage routine and effective capacity building activities are conducted to build the long-term and sustainable capacity of staff.
Actively interact with other Project Management Support Specialists 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 learned 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
7. Personnel Management
Support the Senior Project Manager to lead and motivate the Project team
Ensure that behavioral expectations of team members are established
Ensure that performance reviews are conducted fairly, accurately, and timely
Select, recruit and train the team as required, and take into account gender parity and diversity objectives.
Support the Senior Project Manager in ensuring 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, 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.
Education
Advanced University Degree (Master or equivalent) with 5 years of relevant experience; or First-level university degree (Bachelor or equivalent) with 7 years of relevant experience.
Experience
Relevant Experience is defined as experience in Portfolio Management, Programme Management, Project Development, or Project Management.
Language Skills
Fluency in English (Speaking, Reading and Writing) is required.
CompetenciesContract type: International Individual Contractor Agreement (IICA)
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.