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Programme Support Specialist

UNOPS · New York, United States · 3 wk ago
AdministrativeFull-time

Role Purpose

Within the Peace and Security Cluster (PSC) of the New York Portfolios Office (NYPO), the Programme Support Specialist plays a vital role in linking field and HQ deliverables, supporting the Head of Project Unit (HPU), who serves as Project Manager for one or more projects within the country or territory, and the Head of Programme (HoP) who serves as Project Executive and supervises the HPU.

Functions / Key Results Expected

  • Programme/Project Planning

    • Support the HPU in developing and reviewing programme strategies, work-plans and budgets.
    • Contribute to project proposals from a project implementability perspective, including development of project budgets and interfacing with partners.
    • Liaise with internal stakeholders as part of standard project acceptance processes.
    • Research and identify potential project opportunities for UNOPS and report findings to the HoP.

  • Programme/Project Implementation and Closure

  • Provide inputs to the HPU for developing, completing and updating Implementation Plan(s).
  • Implement assigned tasks within approved plan(s) as per tolerances set in Legal Agreements.
  • Collaborate with HPUs to ensure that deliverables comply with quality requirements as defined in Implementation Plan(s).
  • Monitor project progress. Highlight issues and risks for the attention of HPUs to ensure deliverables are properly delivered on an ongoing basis.
  • Advise HoP on mitigating measures / actions against identified risks and issues to ensure benefits maximization for partner(s) and other stakeholders.
  • Affirmative action and DEDSI: Ensure systematic integration of prevention of sexual exploitation, abuse and harassment (PSEAH) and DEDSI into project implementation, implementing partner oversight and risk management (including PSE capacity assessments and capacity strengthening via risk registers and escalation).

  • Programme/Project Operations Support

    • Draft requirements definitions for procurement activities.
    • Assist the HPU in procurement and contract management of contractors, including supplier performance evaluation.
    • Serve as the Employer’s Representative within the FIDIC works contracts (if applicable).
    • Assist the HPU in recruitment and administration of project personnel.
    • Assist the HPU in the engagement and management of NGOs.
    • Assist the HPU in all financial management activities, including managing budgets, developing financial forecasts (at project and programme level), managing financial commitments and disbursements, and monitoring expenditure vs budget.
    • Understand and apply UNOPS indirect costs, direct costs, and related corporate charges to projects.
    • Support the HPU in the project operational and financial closure process, facilitating formal handover of the project to the closure manager.
    • Maintain project files and record lessons learned.
    • Foster and role-model a safe and inclusive work environment, respectful of the diversity upon which the UN is based, placing value on perspectives from a broad range of backgrounds, lived experiences, and geographic diversity.

  • Monitoring and Reporting

    • Use and improve approved monitoring tools to ensure that all projects are managed and delivered in compliance with organizational policies in general and the Project Management Manual (PMM) in particular.
    • Manage reporting obligations defined in the Legal Agreement(s) and Implementation Plan(s).
    • Affirmative action and DEDSI: Assist the HPU in preparing and issuing regular project and/ or financial reports in accordance with Partner and UNOPS requirements for reporting.
    • Together with the HPU and HoP, review project status and evaluate performance criteria (scope, cost, schedule and quality).
    • Ensure routine oversight and analysis of delivery data within the dashboard system.
    • Assist the HPU in ensuring all project team members track and regularly update milestones and targets for the duration of projects' life span.

  • Stakeholder Engagement and Communication

    • Engage with partners and other programme/ project stakeholders in coordination with the HPU and HoP.
    • Develop, implement, track and report on overall effectiveness of project stakeholder communication plans, including ensuring stakeholders are aware of project activities, progress and exceptions and in a position to accept handover outputs.

  • Programme/Project Assurance & Oversight

    • Support the HoP in conducting programme and project assurance (i.e. project / programme board meetings, etc.).
    • Support the HPU and HoP on project audit activities, including planning, preparation, and coordination during audits and follow up on audit observations/recommendations.
    • Support the HoP in managing escalated programme and project-level risks and issues, including drafting highlight and exception reports, memos and letters to third parties, personnel and partners.
    • Affirmative action and DEDSI: Assist the HoP in providing quality control for management outputs (e.g. project documents, reports, etc.).
    • Show visible and accountable leadership on PSEAH and ethical conduct, ensuring prevention and response mechanisms are embedded in project management and implementing partner oversight structures.

  • Capacity Development

    • Develop and/or facilitate training and orientation packages for HPUs and other country-based personnel on financial management, procurement, human resource management, asset management, UNOPS tools and systems, etc.
    • Develop/draft tools, systems, guidance to improve project development, management and closure, and to more broadly advance PSC’s strategic portfolio and project management goals.

  • Knowledge Management and Innovation

    • Continuously research, disseminate and apply fit-for-purpose standards and methodologies in project and programme support at UNOPS.
    • Initiate and undertake lessons learned (including but not limited to PSEAH, DEI, GESI, programme implementation, capacity building, stakeholder engagement and innovation), including the sharing, effective filing, and incorporation into future plans the lessons learned by the project(s) and others to improve future delivery and quality, foster continuous improvement, and to strengthen the knowledge and information sharing mechanisms within PSC and across UNOPS, as well as with clients and other key stakeholders.

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