UNOPS Georgia was established in mid-2018 to support, develop and oversee UNOPS’ portfolio in the country. The office currently provides implementation services to several projects where UNOPS works closely with development partners and the Government of Georgia, focusing on the education, security, and healthcare sectors. This includes a flagship EU project to create and operationalize an Eastern Partnership School that caters to 6 countries in the sub-region.
UNOPS Georgia, which is overseen by AUMCO, is focused on providing efficient and cost-effective implementation services on behalf of all our partners to support the Government of Georgia achieve its national priorities and in alignment with the United Nations Sustainable Cooperation Development Framework.
Functional Responsibilities
Under the overall guidance of the Technical Lead, the Project Management Support Specialist will perform the following tasks:
Programme Delivery and Performance Control
Manage project information and transactions on UNOPS’ ERP and respective project management systems on behalf of and in full consultation with the Project Manager.
Develop, complete and update implementation work plans.
Manage the day-to-day aspects of producing the required outputs, in collaboration with the respective technical experts, taking responsibility for monitoring and reporting, ensuring that work packages are being executed properly.
Prepare and issue regular programme and/or financial reports in accordance with partner and UNOPS requirements for reporting.
Support PM with stakeholder management, coordination of monthly, quarterly and annual reporting, coordinating high level and donor visits, etc.
Regularly review programme status, evaluating performance criteria (scope, cost, schedule and quality), and provide updates to the Project Manager.
Embed sustainability safeguards elements, including social and gender inclusion, environmental and economic aspects into programme life span (SDG alignment).
Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Work Plan and budget.
Identify, and anticipate in a timely manner, potential risks and issues, and advise on mitigating measures to the supervisor, so that maximum benefit to partner(s) and key stakeholders is achieved
Provide inputs and assist the Project Manager in the preparation/finalization of documents for approval, including i.e. MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, project documents and detailed project budgets.
Prepare stakeholders engagement plan and assists the Project Manager on engaging all stakeholders including national partners.
Procedures:
Advise the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) and other requirements for efficient project implementation and progress.
Monitor project financials and advise the Project Manager accordingly.
Track expenditure and take relevant action when required to revise budgets (realignment and amendment)
Comply with all organizational policy and specifically the Project Management Manual.
Prepare/adapt all relevant plans for approval by the appropriate managers.
Manage the reporting obligations defined in the Legal Agreement(s) and in the Programme Implementation Work Plan, including those of long term agreements/programme cooperation agreement with implementing partners
Ensure a proper document management system, maintenance of the programme files and lessons learned are recorded (continuous improvement).
Ensure the development and implementation of 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.
Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the programme.
Manage expenditures against the budget (based on accurate financial reports).
Monitor and instruct relevant units for commitments and disbursements, while also providing a formal handover during programme closure and supporting program audit activities.
Quality assurance:
Work with internal stakeholders to ensure programmes comply with audit requirements.
Work with procurement/purchasing, HR and other relevant operational units to ensure effective interface with suppliers' quality systems.
Coordinate quality reviews of programme documents and deliverables.
Knowledge management and innovation:
Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of experts.
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
Personnel Management:
Ensure that the deployment process (pre-/deployment/post-deployment), including final validation of experts’ (consultants’) performance are conducted fairly, accurately and timely.
Under the supervision of the Project Manager and in close cooperation with AUMCO support services, recruit and train a team of experts as required and take into account gender parity and diversity objectives.
Ensure safety and security training for all programme personnel and comply with UNDSS standards.
Education/Experience/Language requirements:
Education:
A Master’s Degree in Business Administration, Development Studies or related field (e.g. International Relations), preferably with a focus on project management and finance.
A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
Experience:
5 years of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in a public sector organization is required.
Previous experience with UNOPS or a UN Agency is an advantage.
Experience in the Education field is highly desirable.
