Project Management Support Associate at UNOPS

 

Project Management Support Associate jobs 2023

 

Posted on:	09 June, 2023
Grade:	Non Profit Organization
Job type:	Temporary · Entry level
Location:	Karāchi, Sindh, Pakistan
Education:	Bachelor Degree in Business Administration, Public Administration, Human Resources Management, Finance or equivalent. A Master Degree in Business Administration, Public Administration, Human resources Management, Finance or equivalent is an asset.
Min. Experience	A minimum of 2 years of relevant and progressive professional experience in the field of Finance, Administration, Human Resources Management and Procurement.
Min. Age:	- Years
Max. Age:	- years
Last Date:	25 June, 2023
Vacancies:	-
Company:	UNOPS
Address:	-
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Project Management Support Associate Jobs 2023

UNOPS required Project Management Support Associate having Bachelor Degree in Business Administration, Public Administration, Human Resources Management, Finance or equivalent, A Master Degree in Business Administration, Public Administration, Human resources Management, Finance or equivalent is an asset. And Experience of 2 Year in relevant field.

Functional Responsibilities:

Under the supervision of the Project Manager, the Project Management Support Associate ensures the smooth and diligent management of the administrative, HR and financial activities of the project team.

 

The Project Management Support Associate is an essential link between the project team and the Country Office Support Services, with whom s/he collaborates closely on a daily basis and from whom s/he seeks guidance and/or support whenever necessary.

 

The Project Management Support Associate moreover ensures that all policies, procedures and guidelines related to Administration, HR and Finance are followed, and becomes a reference person within the project team, guiding teammates on the best way to achieve their objectives within the workframe of those policies, procedures and guidelines.

2.Human resources

3. Finance

Procurement

5.Contract management

Impact of Results

 

• Administration
• Manage information flows and ensure adequate record of documents as per UNOPS policies, project’s filing and naming conventions. Support other team members on project filing and naming requirements and monitor compliance;
• Assist in developing effective systems and procedures to improve and streamline work and communication flow within the team in order to meet the project requirements;
• Ensure compliance of the project team to all UNOPS administrative, HR and financial policies, procedures and guidelines (in particular the Financial Regulations and Rules);
• Summarize and/or highlight information for general administrative matters, make research and compile material for briefing and presentations on administrative matters;
• Document any exception to the provisions of the administrative or financial policies, procedures and guidelines, record it in a Note to File (NTF) and submit it for approval to the relevant Manager;
• Supervise Drivers and Office Clerks (assign yearly objectives, assign weekly tasks, coach and mentor, manage leaves, manage issues, review performance, etc.);
• Manage incoming and outgoing mails and shipments;
• Attend phone calls and receive visitors, filter and redirect queries with sensitiveness, tact and discretion;
• Organise meetings and follow up on guests attendance, access to the premises, etc.
• Draft highly accurate minutes of meetings, synthesize discussions and decisions taken and submit drafts to supervisors within 48 hours of the meeting; ,
• Draft correspondence, short reports, plans, schedules, executive summaries, talking points, etc. as required (including on matters of confidential nature);
• Manage premises (manage buildings’ lease contracts, manage utilities contracts, organize cleaning and maintenance, ensure supply of stationery items and cleaning products, plan and supervise minor works, coordinate resolution of IT and other issues with the Support Services Department and external services providers, etc.);
• Manage fleet (plan and supervise cleaning and maintenance of the vehicles, review log books, manage external vehicles lease contracts, etc.);
• Manage project’s assets (purchase, recording, tagging, repairs, depreciation calculation, recovery, disposal, etc.) and ensure safety of equipment and property;
• Act as a Travel Focal Point and coordinate the organisation of travels and field trips with the Security Assistant and the Admin Support Services, obtain NOCs from the Home Department and the MOFA, book flights and accommodation for international staff, advise local staff on UNDSS-approved accommodation, calculate travel costs, process Travel Authorisations (TAs) and Travel Expenses Claims (TECs), arrange armoured vehicles and police escorts, assist colleagues in the submission of their travel security clearance requests (TRIPs), etc.
• Coordinate the organization of events with the Security Officer and the Support Services (prepare and manage guest lists, draft agendas, manage invitations, book venues, inspect and set up as per events’ needs, arrange catering services, liaise with IT Support Services for teleconferencing, manage external services providers, manage attendance and allowances, etc.);
• Contribute to the identification and sharing of project activities’ lessons learning and best practices.
• Support the PM/DPM in the project’s recruitment processes;
• Manage the temporary assignments of consultants (support in the preparation of TORs with PM/DPM, raise requests in OneUNOPS ERP, monitor time sheets, etc.);
• In consultation with HR Support Services, manage third-party HR contracts (coordinate with UNOPS’ external HR services provider, participate in recruitment processes, monitor time sheets, etc.);
• Organize and coordinate the induction process of regular staff, consultants or third-party contract holders joining the project team;
• Liaise with the HR Support Services regarding the administration of the project team members’ benefits and entitlements, leaves and absences, performance management cycle and other HR processes;
• Oversee petty-cash purchases and manage petty cash account;
• Assist the PM/DPM in preparing and regularly reviewing the cash flow forecast;
• Support PM and DPM in monitoring project budget and financial expenditures in line with the forecast and plans;
• Raise purchase orders (POs) in OneUNOPS ERP and review them when necessary, monitor the adequation of the project cash flow with the financial commitments;
• Raise requisitions in OneUNOPS ERP;
• Review and process invoices, interim payment certificates (IPCs) and financial claims in OneUNOPS ERP;
• Maintain payment tracking sheets for complex contracts; ;
• Maintain archives related to the project financial activities, as per the project legal agreements and UNOPS Financial Rules and Regulations, ensure the organized record of all financial supporting documents for audit and review processes;
• Monitor the accuracy of the financial data entered in OneUNOPS ERP, advise the PM/DPM on potential issues, corrective action and revised processes;
• Contribute to the identification and assessment of financial risks and assist in the implementation of mitigation measures in accordance with the risk management strategy;
• Liaise closely with the Finance Support Services (respond timely to their queries, provide them explanations and supporting documents, etc.);
• Assist the Support Services during audits (provide justificative documents, draft responses to audit queries, etc.).
• Conduct small procurement processes (shopping cases and requests for quotations) under the guidance of the Procurement Associate;
• Raise Call of Orders in OneUNOPS ERP for all administration, ICT and HR activities;
• Manage small contracts related to premises and fleet (e.g. lease agreement, LTA for security services, LTA for vehicles lease, small maintenance contracts).
• Support to project closure
• Support the operational closure of the project (contribute to closure plan, contribute to lessons learned report, participate in final project audit, dispose/transfer project assets, participate in final budget revisions, draft no-objections and project acceptance letters, review and complete the archive of documents in OneUNOPS and the project teamdrive, contribute to the project team’s handover notes, etc.);
• Support the financial closure of the project (ensure all invoices have been paid, close last transactions, clear all requests for payments (RFPs), review receipts for goods and services and match them with RFPs, close remaining purchase orders, assist Finance Support Services in verifying that all direct and indirect costs have been recovered and in clearing balances, etc.).

 

The Project Management Support Associate provides solid support to the project team in all the administrative, HR, and financial activities of the project and ensures that all relevant policies, procedures and guidelines are followed, thereby maximizing the effectiveness and efficiency of those activities and minimizing the risks of non-compliance. S/he is moreover an essential connection between the project team and the Country Office Support Services, whose resources s/he contributes to mobilize to support the project, thereby ensuring a constructive and efficient collaboration between teams in support of the project’s objectives.

 

Education/Experience/Language requirements:

 

Education:

Bachelor Degree in Business Administration, Public Administration, Human Resources Management, Finance or equivalent.

A Master Degree in Business Administration, Public Administration, Human resources Management, Finance or equivalent is an asset.

 

Experience:

A minimum of 2 years of relevant and progressive professional experience in the field of Finance, Administration, Human Resources Management and Procurement.

Previous experience in a project-based organisation or environment is an asset.

Previous experience with UNOPS and knowledge of UNOPS policies, procedures and tools is an asset.

Demonstrated experience of handling Enterprise Resources Planning (ERP) systems is an asset.

Working knowledge of Google Workspace is an asset.

 

Language Requirements: 

Full professional knowledge of English is essential.

Fluency in Urdu and one or more Pakistan regional languages (in particular Pashto or Sindhi) is an advantage.

 

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