Project Management Support - Senior Officer

1. Project Planning & Implementation Support

• Advise Project management on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R), and World Bank donor requirements for efficient project implementation;

• Support the annual project planning process, workplan updates, and operational readiness tracking in line with PSRP objectives;

• Identify and advise on alternative options and innovative approaches according to Activity needs within UNOPS FR&R;

• Manage work packages within the project as and when required by Project management;

• On behalf of the Project and as directed by Project management, participate in periodic visits to project sites to review compliance with recognized procedures;

• Establish and monitor an internal control system for all administrative actions and project workflows.

2. Financial Management & Budget Tracking

• Monitor project financials, track commitments and disbursements, and advise Project management on expense obligations and cash flow to ensure deliverables are met;

• Track overall project expenditure, alert Project management to financial shortfalls or over-expenditures, and propose budget realignments, amendments, and revisions when necessary;

• Ensure accurate data entry and review of financial information and expenditures in the oneUNOPS ERP system;

• Produce routine financial reports, budget forecasts, and administrative reports according to UNOPS and World Bank reporting frameworks;

• Ensure full maintenance and organization of supporting project financial and operational documents for audit and review processes in compliance with UNOPS and World Bank guidelines;

• Ensure conformity of project disbursement requests with procedures, work plans, and resource availability, liaising with the Finance Unit for processing.

3. Procurement & Operational Support

• Support procurement processes for specialized technical services, including document preparation, submission review for Purchase Orders/Contracts, and tracking through oneUNOPS;

• Assist in managing the grant-making lifecycle, including proposal evaluations, grantee screening, Call for Proposals support, grantee monitoring, and drafting Grant Support Agreement amendments;

• Prepare Terms of Reference (ToR) for required project inputs (personnel, consultancy services, procurement of goods/services, training/seminars) with expert or client support as required;

• Assist Project management in monitoring HR requirements, providing induction briefings to newly recruited personnel, and supporting consultants throughout their assignments;

• Manage travel for all Project Team personnel in accordance with UN and UNOPS Security Policies;

• Proactively coordinate with internal support units (Finance, Procurement, HR, ICT and Cost Recovery) and support UNOPS management information systems for real-time asset and operational tracking.

4. Project Monitoring, Data & Reporting

• Continuously monitor project quality indicators and undertake monthly assurance tasks on behalf of Project management;

• Maintain project registers (Risk Register, Quality Register, Issue Logs, Decision Logs) and manage information flows to support quality assurance processes;

• Manage the compilation, consolidation, and analysis of relevant project data;

• Provide substantive administrative and data inputs to assist Project management in preparing World Bank and UNOPS progress reports, weekly activity reviews, and quarterly reports;

• Support Project management in maintaining the Electronic Blue File, Procurement, HR, and Finance files, standard filing structures, and official records to preserve institutional memory;

• Assist Project management in the preparation of project completion reports and ensure compliance with contractual obligations.

5. Stakeholder Coordination & Knowledge Management

• Organize, facilitate, and keep minutes for internal PIU, World Bank task team, and key stakeholder meetings, workshops, and consultations;

• Liaise with Programme Management Office (PMO) team members to complete project assurance tasks and resolve operational bottlenecks;

• Support the compilation of lessons learned as per defined reporting formats and contribute to expertise in tools and techniques;

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