Project Management Support- Senior Analyst
Project Management Support- Senior Analyst Background Information - Job-specific UNOPS is currently providing Dispatch and Shuttle Services and Heavy duty vehicle maintenance and repair services to the United Nations Mission in South Sudan. In the last 3 years, the project has only provided shuttle services, but has as of April 2020 undergone review of the scope to include provision of heavy duty vehicle maintenance and repair services. The Project has upto 45 personnel that includes over 30 locally recruited, 13 locally recruited junior level vehicle mechanics who also take care of repairs and maintenance of the UNMISS vehicles and about two locally recruited supervisors who manage the scheduling and rotation of the drivers and mechanics. Personnel fluctuations are also experienced during times of absences. UNOPS has a rooster of standby drivers and mechanics for this purpose. The overall impact of this project is an indirect contribution to UNMISS’ improved productivity and mission performance by providing its personnel with shuttle services. Functional Responsibilities Under the direct supervision of the Head of Programme, the Project Management Support - Senior Analyst will be directly responsible for providing project management expertise, overseeing the Dispatch and Shuttle Services which includes an integrated provision of vehicle mechanic maintenance. The role includes the management of service delivery, resources, personnel, health and safety, equipment, stakeholder management, quality and performance management and reporting. The Project Management Support -Senior Analyst will also be the customer service focal point for stakeholders. He/she identifies probable issues that may need attention, support in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned. The role can often be required to work in complex and challenging environments with limited resources. Summary of Key Functions Administrative and operations support to the project; Ensure Administrative, project management and operations support to the project; Effective support to general Project activities; Stakeholder management, coordination and liaison; Support in facilitation of knowledge building, sharing and management. 1. Ensure Administrative, project management and operations support to the project, focusing on achievement of the following result: Develop and maintain movement of personnel tracking in line with UN security guidelines; Develop or update SOP for the movement of personnel; Enforce full driver compliance with UN driving regulations for South Sudan for the effective and efficient safe movement of staff around Juba city; Oversee scheduling of vehicles for repair and maintenance services in coordination with the Project Assistant; Ensuring work-life balance for personnel, and continuity in service provision while providing staff with adequate rest through efficient management of the scheduling system; Oversee project personnel recruitment, induction training, performance appraisal and contracts issuance when required; Ensures that UNOPS HSSE rules and regulations, UN guidelines and the national traffic guidelines are taken into account in case of driver involvement in an accident or traffic offense. 2. Ensure Administrative, project management and operations support to the project: Ensure Receipt and Inspection reports for incoming equipment and supplies are completed; Issue and ordering of inventory and supplies required for the operations of the project; Liaise with the Head of Programmes and monitor required stock to facilitate the work of the drivers and mechanics, including stock of essential supplies such as hand sanitizers, uniforms and establish requirements for replenishment by creating trigger levels; Tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved in coordination with the country office asset team; Prepare and submit Cargo Movement Requests (CMRs) to MOVCON and UNHAS for shipping of equipment, or any supplies as needed. Facilitating warehousing, transportation and loading of cargo; Coordinate for equipment maintenance, repair and replacement during the project life cycle; Flight, road and barge shipping – convoy tracking (negotiate with UN agencies such as WFP); 3. Support to general project activities, focusing on the achievement of the following result: Lead in the procurements related to the project in coordination with the country office procurement team by establishing technical specifications and requirements. Tracking of procurement processes and ensuring timely delivery of goods and services; Oversee the engaging and dispatching of drivers and mechanics in an efficient manner; Support in monitoring and evaluation of the project activities; Draft plans, reports, contracts, statements of work, and other related documents as required, to support the project; Perform other related duties as instructed by the supervisor. 4. Stakeholder management, coordination and liaison, focusing on achievement of the following results: Support the coordination and management of communications with UNMISS; Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating project operations; Lead the preparations of project board meetings and any reviews needed for the Project on routine or adhoc basis. 5. Ensures knowledge building and knowledge sharing, focusing on achievement of the following results: Provide skills transfer, capacity building and day to day supervision of all staff under responsibility and ensure that the staff are knowledgeable and comply with the UNOPS and UN protocols and regulations; Synthesis of lessons learned and best practices in especially with DPKO Missions; Contribute to expertise in tools and techniques; Identification of mechanics and personnel training needs and coordinate with UNMISS to organize any required training in consultation with the Head of Programmes; e.g. vehicle management, radio user training, HSSE, and ensure refresher trainings are planned for and conducted; Ensure timely preparation and submission of accurate reports as required by UNOPS and UNMISS; Development of service improvement matrices in consultation with the Head of programmes ensuring regular service improvements are effected; Manage project documents including staff files, complaints reports, monthly reports and all reports and documents relating to the management of the service; Communicate effectively with all stakeholders related to the project. Impact of Results The key results of this position will have an impact on the overall efficiency of UNOPS in managing project operations and success in introduction and implementation of operational strategies. Strategic approach to operations management, effective and efficient project operations support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programs and projects. Education/Experience/Language requirements Education Advanced University Degree (Masters) in International relations, Communication, Social Sciences, Business Administration, Logistics, Mechanical Engineering, Civil Engineering, Public Administration, Environmental Studies, Environmental Economics, Natural Resource Management or relevant field is required A first level University degree (in areas above) (Bachelor’s Degree) in a related field with an additional 2 years of relevant experience may be accepted in lieu of the Advanced University Degree. Certification Certificate in Prince 2 Foundation is a distinct advantage. Work Experience A Minimum 2 years of relevant experience in international assignments level in providing Administration Support and/or Project management and/or Logistics and/or Operations and/or communication and/or mechanical work or other closely related experience is required; Experience in external representation and/or dealing directly with or managing donors, and especially UN clients is an asset Skills in People Management, Post Conflict/Conflict and Administrative Support is required (2 years of each) Work experience in South Sudan is an advantage Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an asset; Language Fluency in speaking, writing and reading English is required.