Project Management Support - Associate

THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO ARE ITALIAN OR EUROPEAN UNION CITIZENS OR APPLICANTS WHO POSSESS A VALID RESIDENCE AND WORK PERMIT IN ITALY ARE ELIGIBLE FOR CONSIDERATION*

Functional Responsibilities

Under the overall supervision of UNOPS Programme Manager and the general supervision of Senior Project Manager (Construction), the Project Management Support - Associate under the Office of the Director, UNGSC will provide support to Senior Project Manager and the improvements to UNGSC facilities in Brindisi project. The Project Management Support - Associate will perform the following tasks:

• Project monitoring and reporting
• Project implementation
• Operational and administrative support
• Knowledge management and innovation

1. Project monitoring and reporting

• With guidance from the Project Manager, prepare monthly invoices and coordinate with the Finance Team for issuance of Interim Financial Reports in line with reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
• Maintain records of project files and other supporting documents on the shared drive as per the organization guideline for record keeping.
• Support on the compilation, consolidation and approval of supplier deliverables and project plans.
• Support in drafting project communications and correspondence as needed (emails, ad hoc reports, check lists etc).
• Monitor supplier's performance and ensure its compliance with UNOPS rules and regulations and quality standards.
• Conduct quality checks with the suppliers, and ensure their submission of the required documents (weekly reports, Inspection Requests, Health and Safety Inspection forms, updated programs, and material submittals).
• Ensure supplier's compliance with UNOPS health and safety, and PSEA standards.
• Take minutes of regular partner meetings and follow up on action points.

1. Project Implementation

• Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FRR) are adhered to for efficient project implementation and progress.
• Support the monitoring of the project finances (delivery, expenses, cash & budget balance), and the management of the project financial reports and submissions.
• Maintain project tracking sheet and alert the Project Manager on project end date and reporting requirements of projects.
• Monitor and record best practices and innovative approaches within UNOPS FRR; identify and show alternative options according to activity needs.
• In consultation with the relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions when applicable.
• Facilitate information flows and support in managing risk registers and issues.
• Support the documentation of lessons learned and best practices.
• Assist the project planning process.
• Follow up with partners on project agreement signing, monthly invoices verification, information required for project closure and fund transfer requests.

1. Operational and administrative support

• Manage and support on organizing project planning meetings, Project Board meetings and partner's capacity building training.
• Support development and maintenance of oneUNOPS based management information systems to ensure real time tracking of multiple donor activities.
• Liaise with any external partners, as well as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities.