Project Management Support Officer
UNOPS , Mexico
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
In line with the framework agreement signed with the Government of Mexico, UNOPS supports the different collaboration initiatives by the government that are aimed at the fight against corruption and transparency in the public management; as well as in the exercises aimed at the strengthening government actions in the areas of acquisitions, infrastructure and management of high impact projects in Mexico.
UNOPS Mexico and the Government of Japan agreed to implement the project with funding provided by the Government of Japan to enhance the healthcare system of Mexico through the provision of medical equipment.
Under the supervision of the Project Manager, the Project Management Support 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 Project Manager on the implementation progress.
- Identify and escalate to the Project Manager of any deviations from the plan and update plans.
- Work with Project manager to identify and manage risks.
2. Financial and procurement management
- Maintain all supporting project financial documents for audit and review processes.
- Support the Project 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.
- Facilitating 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 Project Manager in communication between the project and the Government of Japan.
Manage communications with stakeholders and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
Supports the Project 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).
Knowledge management and innovation
Actively seeks advice and coordinates donor engagement with the UNOPS Japan Partnerships Liaison Office.
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. For detailed information please access our website.
The following educational credentials are accepted, in combination with years of relevant experience:
University degree (Bachelor's or equivalent) + 2 years of experience
Technical degree + 4 years of experience
Secondary School diploma + 6 years of experience
A minimum of 2 years relevant and progressive professional experience (or more, depending on the academic credentials), specifically in the field of Project Management or Project Management support, preferably with focus on planning, stakeholder management, monitoring and reporting is required.
Demonstrated experience in preparing reports for donors and partners is required.
Experience in Procurement project delivery is considered an advantage.
Previous experience working in Latin America is an advantage.
An intermediate level of English is required.
An intermediate level of Spanish is required.
Full working knowledge of Japanese is an advantage.
PRINCE2 Foundation or similar certification is an asset.