Project Management Support Senior Officer

Under the supervision of the Senior Programme Manager, the Project Management Support Senior Officer will be responsible for:

1. Project implementation

• Preparation and maintenance of project files, including internal and external project reports.

• Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures

• Coordinate assigned delivery of work packages and take responsibility for progress.

• Coordinate and liaise with the Senior Programme Manager on the implementation progress.  

• Identify and escalate to theSenior Programme Manager of any deviations from the plan and update plans.

• Work with the Senior Programme Manager to identify and manage risks. 

2.  Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.

• Support the Senior Programme Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.

• Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.

• Facilitate processing of direct payments and advance requests and prepare project budget revisions.

• Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.

• Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.

• Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures.

• Conduct budget revisions and initiate corrective actions when necessary.

• Coordinate vendor communications, meetings, and reports as necessary.

3.Stakeholder management, coordination and liaison

• Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.

• Supports the Senior Programme Manager in communication between the project and the Government of Samoa.

• Manage communications with stakeholders in Apia and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

• Supports the Senior Programme Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

4. Knowledge management and innovation 

• Actively seek advice and coordinate donor engagement with EAPMCO Business Development Team.

• Support the compilation of lessons learned as per defined reporting format and the PMM.

• Actively contribute to building local capacities at every level and opportunity in Project Management Support.

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Contribute to expertise in tools and techniques.

Education 

• Advanced University Degree in Project Management, Business Administration, Engineering, Finance, Logistics, International Relations, Health, or other relevant disciplines.

• University Degree (Bachelor’s degree / first level) with a combination of two (2) additional years of relevant professional experience in Project Management, Business Administration, Finance, Logistics, International Relations, or other relevant discipline, may be accepted in lieu of the advanced university degree.

• A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.                                                  

• Prince 2 Foundation Certification will be considered an asset.

Experience

• Minimum two (2) years of relevant and progressive professional experience, specifically in the field of Project Management and Operations Management, preferably with focus on Monitoring, Fiduciary management, Reporting, Development and Coordination. 

• Minimum four (4) years of relevant experience with a Bachelor's Degree will be considered in lieu of the masters’  Degree. Technical/Professional Diploma Certification with six (6) years of relevant experience may also be considered.

• Experience in complex operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset;

• Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Language

• Fluency in both written and spoken English is required.