Job: Program Support Officer

Location: Port-au-Prince 
Deadline: Tuesday, 08 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground. UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries. UNOPS is committed to achieving a truly diverse workforce.

Background Information -Haiti

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

Background Information - Job-specific

In the context of the post-emergency and development phase in Haiti, UNOPS-HTOC operations have increased significantly. The nature of HTOC current and forecasted areas of intervention are large infrastructure projects (hospitals, roads, housing, buildings), health-related procurement such as medical equipment and ambulances, large volumes of IT equipment, vehicles and other goods.

The Health Infrastructure Unit is working in close relationship with the Haitian Ministry of Health to deliver several projects including design, construction and equipment of hospitals, laboratories and other health facilities that represent priority projects for the government.

Currently, UNOPS is constructing a new 200 beds departmental hospital in Gonaives, a midwife school in Port au Prince, several vaccines and drugs, 3 community hospitals (1st level of attention) and the first public rehabilitation center for disabled people along with 2 regional laboratories

Functional Responsibilities

Under the guidance and supervision of the Head of Health Infrastructure Unit (HHIU) the Program Support Officer (PSO) provides administrative and financial support to projects, ensuring high quality, accuracy and consistency of work. The PSO promotes a client-oriented approach consistent with UNOPS rules and regulations. The PSO will work in close collaboration with the Project Managers/Head of Program/Head of Support and shall serve as liaison focal point.

The PSO is responsible for:

Support Services

• Prepare Atlas Budgets in close liaison with project managers
• Provide support to tracking of multiple projects and ensure efficient project budget utilization
• Monitor project expenditure and liaise closely with Finance to ensure all necessary budget functions are performed and funds are utilized in time
• Support the recruitment, training, supervision, management and deployment of international and national personnel in liaison with HR at various levels to Projects and projects.
• Ensure that requisitions are created according to projects' requirements within the budget line limits in liaison with the Logistics & Procurement Units
• Liaising with the Procurement Unit for purchase orders, contracts, and payment requests
• The clearance of payment requests prior to submission to Finance Unit;
• Where required provide support to Project Managers in the preparation of work plans project documents, project proposals.
• Be prepared to travel to assist in project development/budget with PM's where requested.
• Work with PMs to establish measurable long/short term targets and monitor progress to measure performance.
• Provide reporting and information on project status
• Facilitate work and coach team, share knowledge and expertise in managing projects and operations. Institutionalize knowledge sharing among colleagues and in interacting with clients and partners.

Advisory Support, Knowledge Management and Capacity Building

• Advise project personnel on the application, interpretation and adoption of corporate operational rules, procedures and guidelines.
• Provide expertise and support in implementation of Prince2 and UNOPS PM methodology
• Advise on preparation of plans
• Provide advisory support to Chief Technical Advisers (CTA)/Project Managers on Standard Operating Procedures (SOPs), templates and guidelines, and support documents from project formulation, project approval and project closure with focus on budget/finance related matters, costing, etc.
• In coordination with various Support Unit Heads, prepare workflow processes and procedures (business process mapping) for an effective and efficient processing and tracking of all transactions with clients.
• Strengthen and mainstream processes and procedures in providing support services through the development/provision of manuals and work flow processes and procedures, placing at the disposal existing UNOPS guidelines and tools/ SOPs and projects' best practices and training materials.
• Assess, identify training and learning needs, develop training schedule and organize workshops, meetings, etc. to strengthen capacity of project support staff and thereby ensure smooth implementation and effective reporting for their respective projects.
• Provide training and guidance to project support staff in the various offices and projects.
• Manage contracts for support staff and services that are available on-call basis to provide the necessary support to Projects/projects which do not have a dedicated PBO or in process of formulating new initiatives or proposals.
• Set goals, objectives and milestones and monitor performance indicators and achievements.

Project Coordination and Support

• Provide necessary advice and support during the 'formulation phase' of new initiatives with focus on quality assurance and quality control of project documents, costing and cost implications, implementation plan, milestones and benchmark indicators and adherence to UNOPS project approval processes and procedures.
• Liaise and maintain link with UNOPS HQ and RO on required submissions, as well as establish good relations with HQ and RO staff.
• Support PM's, OC's etc to negotiate the most cost-effective and mutually beneficial terms for UNOPS services with prospective clients and partner, by providing institutional knowledge of fees and project services with clients.
• Coordinate with other Support Units, CTAs/Project Managers and PBOs in obtaining information that would serve as inputs to general information database.
• Create repository of project documents, progress technical and financial reports, audit reports, assessment reports, terminal reports, etc.
• Operate through matrixes working relationships primarily with Senior Management, various Support Units, CTAs/Project Managers and other project staff.
• Serve as focal point on information related to PBO assignments, overall Project/project financial score card and link between Management, CTAs/Project Managers and PSOs and HQ on Project/project-related queries and transactions (e.g. ATLAS, audit, financial accruals, etc.).
• Actively work with CTAs/Project Managers and Officers in all phases of project cycle, specifically in terms of project formulation/development up to project approval process, support quality development of project documents following project and budget guidelines, work and financial plan template, SOPs, etc.
• Conduct needs analysis; develop strategies aimed at optimizing support service delivery.
• Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions
• The maintenance of all supporting project financial documents for audit and review processes
• Uploading into UNOPS webpage, Project reports and documentation prepared by the PMs;
• Undertaking other project support tasks as required.

Education

• Master's Degree or equivalent in Business Administration, Human Resources, Finance, or related field.
• A Bachelor's degree in combination with relevant years of experience may be accepted in lieu of master's degree.

Experience

• At least 4 years progressively responsible experience in project development and management, financial monitoring and reporting, advocacy and coordination in either public or private sector organizations.
• At least 2 year (out of the required years) field experience implementing projects and support in developing or post-conflict countries.
• Knowledge of UNOPS financial rules and regulations and accounting is an asset
• Knowledge of UNOPS rules and policies is an asset
• Strong IT skills
• Knowledge of People Soft platform (Atlas) is an asset
• Certified in project management methodology, preferably in Prince2, an asset

Languages

• Fluency in oral and written French and English. Spanish and Creole are an asset.

Competencies

• In addition to UN/UNOPS core values/competencies, ability to translate and apply business acumen and technical expertise and knowledge of UNOPS operations and project management methodology, to support operations and align initiatives with corporate strategies.
• Ability to recognize potential market opportunities and challenges and support OC and PM's to capitalize on these.
• Capacity for persuasive communication, consensus building and obtaining commitments from clients/partners and UNOPS personnel.
• Ability to lead, build and sustain effective work relationship with subordinates and peers to achieve common goal.
• Familiarity with UNOPS project management, procurement, HR and finance policies and procedures highly desirable
• Excellent communications skills and computer literacy
• Ability to effectively manage and work in a multicultural environment
• Strong analytical and planning skills, ability to build a positive and strong team spirit with staff.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Contract type, level and duration

Contract type: International Individidual Contractor Agreement (IICA) Contract level: IICA-1 Contract duration:6 Months with possible extension For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

More Info and Application