Project Management Support - Analyst

Remote | New York City

Organization: UNOPS - United Nations Office for Project Services
Location: Remote | New York City
Grade: Junior level - IICA-1, International Individual Contractors Agreement
Occupational Groups:
- Project and Programme Management
Closing Date: Closed

Job categories Programme Management

Vacancy code VA/2024/B5011/27786

Level ICS-8

Department/office GPO, NYPO, UN Technology Support Services

Duty station New York*, United States of America

Contract type International ICA

Contract level IICA-1

Duration Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

Application period 21-Mar-2024 to 04-Apr-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

This is a position in UNOPS for supporting project(s) under the UN Technology Support Services (UNTSS) portfolio. The Project Management Support - Analyst will focus on the development of new engagements and will also be responsible for providing effective and efficient support in the areas of reporting, administration, financial management, project management, travel, and procurement to UNTSS’s clients and projects. The incumbent supports UNTSS Project Managers with the day-to-day project implementation, including monitoring of project budgets, identifying probable issues that may need attention, supporting in problem analysis and solution identification, drafting required correspondences to stakeholders concerned and preparing project reports. Overall, the incumbent will be expected to ensure that the project operations function in line with UNOPS rules and regulations, and its projects are delivered in accordance with their scope, quality requirements, timelines and budgets. The incumbent will report to the UNTSS Senior Portfolio Manager.

The incumbent of this position will be a UNOPS personnel and is under its full responsibility.

*Even though the duty station is indicated as New York, USA, consideration may be given to allow the position to be home-based in a time zone close New York (USA) or Copenhagen (Denmark), depending on the incumbent's personal situation. For home-based positions, a location-specific fee scale is applied in determining the contractor's fee.
The Project Management Support- Analyst will undertake the following activities/responsibilities:

Stakeholder Management:

Support the coordination and management of communications to ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover products.
In coordination with the project manager, advise the client on issues that may impact their outcomes (including sustainability issues and post-project requirements such as maintenance).

Business Development:

Assist in updating the Business Strategy to enhance and grow the portfolio;
Conduct business development intelligence for potential new partnerships/engagements (facilitate assessments of partners' needs, UNOPS value proposition, etc.).
Collect and synthesize background information about potential partners and opportunities, develop partner- and opportunity profiles and update information in corresponding partnerships platforms;
Support analysis of corporate trends and guidelines regarding their relevance for partnerships development processes;
Help with the identification of potential partners;
Generate content (information/images) for promotional activities,
Assist in drafting sections of proposals and concept notes,
Prepare draft presentations and supporting documents for partner meetings;
Support the organization of promotional events and high-level meetings;
Coordinate contacts with potential partners, arrange meeting schedules, prepare meeting minutes
Assist in monitoring of partner meeting action points and pipeline engagements opportunities.

Delivery and Performance:

Manage workshop preparation, including travel, procurement, and participants.
Support the Project Manager on the delivery of assigned work packages.
Prepare and maintain project files, including internal and external project reports.
Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.
Advise the Project Manager of any deviations from the plan and update plans. Work with the Project Manager to identify and manage risks.

Procedures:

Maintain all supporting project financial documents for audit and review processes.
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.
Process direct payments and advance requests and prepare project budget revisions.
Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
Support the Project Manager by monitoring budget cash flow and reporting on expense obligations to ensure deliverables are met.
Alert the Project Manager of any financial shortfalls and over-expenditures. Propose budget revision and initiate corrective action when necessary. Coordinate vendor communications, meetings, and reports as necessary
Provide substantive inputs to assist the Project Manager in preparing project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
Maintain records of project files and other supporting documents.
Maintain registers/logs delegated by the Project Manager.

Knowledge Management:

Contribute to expertise in tools and techniques.
Support the compilation of lessons learned as per the defined reporting format.
Contribute to the dissemination and sharing of best practices and lessons learned
Support capacity building of personnel

Education/Experience/Language requirements

FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education

First-level university degree (Bachelor’s Degree or equivalent) preferably in Project Management, Business Administration, International Relations, Finance, or other relevant discipline is required.
An advanced University Degree (Master’s Degree or equivalent) may substitute for the required number of years of experience.

Experience

Minimum two (2) years of professional experience in project management support and reporting is required.
Experience and demonstrated knowledge of UN /UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
Experience in drafting project agreements will be an advantage.

Language