Project Management Support - Officer

The Project Management Support Officer provides administrative, logistical, and financial support to projects, ensuring high quality, accuracy, and consistency of work. The role promotes a monitoring-oriented approach compatible with UNOPS standards and regulations, contributing directly to project results by supporting project management methods, risk reduction, cost control, and quality improvement.

Responsibilities

• Support Project Managers in preparing terms of reference, MOA/MOU, work plans (hiring and staffing), among others.
• Serve as liaison with stakeholders such as Procurement in managing purchase orders, contracts, and payment requests.
• Provide project status information to Project Managers to identify and manage risks and issues.
• Manage information flows and oversee change controls, risk registers, and issue management by establishing document control procedures.
• Prepare and maintain project files, including internal and external project reports.
• Inform Project Manager of any plan deviations and update plans accordingly.
• Work with Project Manager to identify and manage risks.
• Support Project Managers in preparing budgets, revisions, and financial information ensuring compliance with UNOPS procedures and standards.
• Assist in monitoring project budgets and financial expenditures, ensuring administrative procedures align with work plans and ongoing agreements.
• Advise on project fund availability for requests through monthly forecasting during the project lifecycle.
• Advise Project Managers on budget variations and prepare revisions as necessary.
• Prepare Grand Ledger Journal of Expenses (GLJEs) and ensure efficient recovery of Locally Managed Direct Costs (LMDC)/Centralized Managed Direct Costs (CMDC) as stipulated in the project base.
• Prepare financial reports in close coordination with the UNOPS regional office (LCR) Finance to support projects.
• Review and ensure accuracy of financial supporting documents required for approval through Headquarters.
• Manage proper control of project expenses, forecasting, quarterly review of purchase orders, and closure of unnecessary balances.
• Manage timely settlement of payment requests before submission to the Finance Unit.
• Provide administrative support to finance, procurement, logistics, and human resources in budget, payments, purchase orders, and contracts.
• Maintain records of all financial documents for supported projects for audit and review processes.
• Supervise project closure activities and verify data accuracy in the UNOPS ERP system; project reports and corresponding documentation prepared by the Project.
• Assist in project closure by supporting document preparation and ensuring efficient financial measures are taken.
• Provide advice and necessary support during the formulation phase of new initiatives focusing on quality assurance and control of project documents, costs, financial implications, implementation plans, milestones, baseline indicators, and adherence to UNOPS project approval processes.
• Support execution of approved project plans (including milestone establishment).
• Manage information flow by maintaining, distributing, and archiving detailed project notes and records.
• Support delivery of work packages and progress monitoring.
• Support collection of lessons learned according to defined reporting formats.
• Ensure local capacity building at all levels and opportunities for project management support.
• Contribute to dissemination and sharing of best practices.

Requirements

• Bachelor's degree in Business Administration, Public Administration, Finance, Economics, Civil Engineering or Construction, Industrial Engineering or a related field is required.
• Master's degree in Business Administration, Public Administration, Finance, Economics, Project Management or a related field is desirable.
• Project Management certification is desirable.
• Minimum 2 years of relevant experience in financial information management and/or project support services for infrastructure works.
• Proven knowledge of UNOPS rules and regulations in human resources management, procurement, finance, and administration is desirable.
• Experience in the United Nations System is desirable.
• Experience in generating and compiling complex reports is desirable.
• Fluent Spanish is required.
• Intermediate English is desirable.

Skills

• Project Management
• Financial Information Management
• Project Support
• Infrastructure Project Support
• UNOPS Rules and Regulations
• Human Resources Management
• Procurement
• Finance Management
• Administration
• Report Generation
• Project Monitoring
• Risk Reduction
• Cost Control
• Quality Improvement
• Business Administration
• Public Administration
• Finance
• Economics
• Civil Engineering
• Industrial Engineering

Languages

Spanish, English