NGO Jobs in Nairobi, Kenya - UNOPS

Project Support Officer


The Project Support Officer reports to the Project Manager who provides broad supervision and guidance. The role is responsible for supporting the Project Manager with the day-to-day operations of the mission and coordinating mission progress and implementation.
He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports.
The role can often be required to work in complex and challenging environments with limited resources.
Responsibilities
Project implementation
·         Support the Project Manager in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
·         Monitor project financials and advise the Project Manager accordingly;
·         Track expenditure and take relevant action when required to revise budgets (realignment and amendment);
·         Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
·         Managing information flows and overseeing change controls, risk registers and issue management; document and feedback lessons learned and best practices;
·         Supporting the project planning process;
·         Maintenance of all supporting project financial documents for audit and review processes;
·         Management of work packages within the project as and when required;
·         Assist the Project manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.
·         Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
Financial and procurement Management
·         Maintain all supporting project financial documents for audit and review processes.
·         Ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system.
·         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 budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
·         Alert the Project Manager or any financial shortfalls and over-expenditures.
·         Propose budget revision and initiate corrective action when necessary.
·         Coordinate vendor communications, meetings, and reports as necessary
Project monitoring and reporting
·         Provide substantive inputs to assist the Project Manager in the preparation of project reports
·         and documents.
·         Maintain records of project files and other supporting documents.
·         Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the Project Manager
·         Support the Project Manager in maintaining the following:
·         Electronic Blue File,
·         Procurement, HR and Finance files as required by Organizational Directive (OD) 12.
·         Manage the compilation, consolidation and analysis of relevant data of the mission.
·         Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
Qualifications
·         A Bachelor’s Degree in a relevant field (e.g. Business Administration, Logistics, Emergency Management, International Relations) is required.
·         A Master’s degree will be an asset.
·         A minimum of 2 years relevant experience, specifically in the field of Project Management and/or Operations Management is required.
·         Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and/or operations management is an asset.
·         Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.
·         Full working knowledge of English is essential.
·         Fluency in one or more additional official UNOPS languages is an advantage.
·         PRINCE2® Foundation/Practitioner an asset
Competencies
·         Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
·         Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
·         Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
·         Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
·         Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
·         Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
·         Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
How to Apply

Procurement & Logistics Specialist
Under the supervision of the Head of Support Services (HOSS), the Procurement and Logistics Specialist’s duties and responsibilities will be to:
Responsibilities
Procurement
·         Ensure full compliance of procurement activities with UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system
·         Process Regional Office or Operations/Project Centre procurement business mapping and elaborate/establish internal standard operating procedures in procurement, control of the workflows in the Procurement Unit
·         Analyze requirements and synthesis of proposals for cost-saving and reduction strategies
·         Synthesize proposals and implementation of contract strategy in the Regional Office or Operations/Project Centre, including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations, payment conditions, risk assessment
·         Implement the strategic procurement in the Regional Office or Operations/Project Centre, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement
·         Prepare procurement plans for the office and projects and monitoring of their implementation
·         Implement of proper monitoring and control of procurement processes including organization of Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of contracts in compliance with UNOPS rules and regulation
·         Manage procurement contracts and implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems
·         Prepare cost-recovery bills for procurement services provided by UNOPS to other agencies
·         Manage e-procurement module and development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms
Logistics
·         Provide administrative support for the management of programme assets and expendable items
·         Ensure proper receipting, storage, issuance, loan, right of use, maintenance, disposal, transfer mechanisms for programme assets, and expendable items
·         Ensure preparation and submission of periodic programme assets and expendable reports
·         Write off expendable and non-expendable equipment in accordance with UNOPS and DPKO policies and procedures
·         Maintain logistics records
·         Ensure proper usage and maintenance of programme vehicles
General
·         Coordinate with authorities and relevant stakeholders in managing the procurement and logistics activities (e.g. customs clearances, freight forwarding, gaining authorizations, etc.)
·         Ensure record keeping of all procurement and logistical files in compliance with the UNOPS policies
·         Ensure availability of all supporting documents for audit and review purposes
·         Provide periodic guidance and training to the programme personnel on UNOPS procurement and logistics policies and procedures
·         Synthesize lessons learnt and best practices in procurement and logistics
·         Manage the procurement and logistics cells
·         Perform other duties as assigned by supervisor
Qualifications
* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!
·         An advanced university degree (Masters or equivalent) in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field; OR
·         A first-level university degree (Bachelors or equivalent) in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field with 7 years of relevant experience is required.
·         Relevant experience is defined as experience in Procurement, Supply Chain Management, or Logistics.
·         Experience in working with a range of stakeholders in developing and developed countries is desired.
·         Fluency in English (speak, read, write).
How to Apply

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