Background Information - Job-specific

Under the overall guidance and direction of the Project Manager, and in close coordination with the Programme Management Office, the Project Management Support Officer (PMSO) will contribute to ensuring that the project activities are in compliance and up to date, and that reporting requirements to stakeholders are in line with defined project objectives. The PMSO will be responsible for monitoring specific administrative and financial transactions, preparing and updating financial reports, providing information and bringing to attention issues related to the project’s support operations. Specific responsibilities and duties include, but are not limited to:

 Functional Responsibilities

• Provide support to the overall aspects of project operations related to finance, human resources, procurement and logistics, among others.
• In consultation with the Project Manager, provide support on all matters relating to financial management and administration in compliance with established procedures, SOPs and the UNOPS Financial Regulations and Rules (FRR).
• Provide effective support and accurate guidance to the PM on all issues relating to UNOPS support-service functions.
• Ensure accuracy, consistency and applicability of supporting documents (project document, budget, awards, contract validity, No Objection Letters as required, among others). 
• Prepare payment requests and necessary supporting documents (financial forecasts and/or Project Delivery Reports) for submittal in accordance with project agreements.
• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure completeness of required supporting documents. 
• Liaise with UNOPS support service offices for project-related administrative and operational matters such as payments, contract management, recruitment of personnel, procurement of goods and services and assets management.
• Ensure all business processes are backed up by required supporting documents and maintain an effective records system.
• Ensure conformity of project disbursement requests with UNOPS FRR, work plans and availability of resources/funds for disbursement.
• Receive, review and process recruitment requests, certification of payments and other forms of requisitions from the project office, project team or through designated recipients.
• Raise requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents. 
• Commit funds through purchase orders (PO) in the financial system in accordance with SOPs.
• Prepare updated financial reports in compliance with reporting requirements to donors, or as specified in the agreement (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc).
• Prepare budget revisions in the system in consultation with the PM and Finance Section.
• Provide input for the narrative progress reports and other reporting requirements as requested by the PM. 
• Prepare the project’s operational and financial completion requirements – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, personnel separation, among others. 
• Support the effective delivery and implementation of procurement services in coordination with the PM and the Procurement Office and ensure that administration of logistics and assets management are in compliance with established rules and regulations.
• Perform any other tasks as may be assigned.