Project Management Support Associate

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Description

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The incumbent will work on a large-scale procurement project which will include the procurement of furniture, equipment, vehicles and other services for the health, education, tourism and public finance sectors in Jordan. The 5-year project is expected to increase the capacity and commitment of the Government of Jordan to boost health outcomes of families and communities, improve learning outcomes for school-aged children, and enhance the preservation and protection of the primary protected areas and heritage sites in Jordan. The team consists of around 5-7 full-time personnel as well as part time consultants who will support the delivery of this project. Under the overall guidance and direct supervision of the Senior Project Manager, Project Management Support Associate will support the PM in ensuring effective project delivery by providing administrative, operational, and project management support, in line with UNOPS and USAID standards. The associate will play a key role in monitoring project progress, maintaining accurate records, coordinating with finance and partner teams, and supporting the successful implementation of all project phases. The Project Management Support Associate  responsibilities include, but are not limited to:

• Project Monitoring and Reporting
• Project Implementation
• Operational and Administrative Support

 Functional Responsibilities:

Project Monitoring and Reporting:

• Assist the Senior Project Manager in preparing monthly invoices and reports and coordinate with the Finance Team for Interim and ad-hoc Financial Reports, adhering to reporting obligations as defined in the Legal agreement and Implementation Plan.
• Maintain comprehensive records of project files and supporting documents on the shared drive, ensuring compliance with organizational guidelines for record-keeping.
• Regularly enter and update project data in OneUNOPS systems and fulfill partners’ reporting requirements.
• Support the compilation, consolidation, and review of supplier deliverables and project plans.
• Draft project communications and correspondence, such as emails, ad hoc reports, and checklists, as required.
• Support in drafting project reports, summaries, and briefs, ensuring accuracy and adherence to donor reporting requirements.
• Contribute to the preparation of quarterly and annual performance reports by collating relevant project data and results indicators.
• Monitor supplier performance, ensuring compliance with UNOPS standards and adherence to quality, health, safety, and Prevention of Sexual Exploitation and Abuse (PSEA) standards.
• Conduct quality checks with suppliers, confirming submission of essential documentation (e.g., weekly reports, inspection forms, material submittals).
• Record minutes during partner meetings and track action points.

Project Implementation:

• Ensure all procurement activities align with UNOPS policies and USAID guidelines, with a focus on transparency and accountability.
• Monitor project finances, including tracking deliveries, expenses, and cash/budget balances, and manage financial reports and submissions.
• Maintain a project tracking sheet, alerting the Senior Project Manager on deadlines and reporting requirements.
• Assist in arranging training and capacity-building sessions for beneficiary staff, coordinating venue bookings, travel arrangements, and material preparation.
• Support the organization and implementation of field visits, inspections, and verification of project deliverables.
• Support documentation of lessons learned, best practices, and amendments to project agreements and budgets as needed.
• Facilitate information flow among stakeholders, manage risk registers, and support the project planning process.

Operational and Administrative Support:

• Organize and manage project planning meetings, Project Board meetings, and partner capacity-building sessions.
• Support training and orientation sessions for project stakeholders, including MoH, MoE, and MoF staff, ensuring information dissemination on equipment usage and maintenance.
• Maintain records of training attendance and outcomes, contributing to the project’s capacity-building indicators.
• Coordinate with external partners and internal UNOPS units within the Amman Hub to ensure timely execution of project activities.

 Impact of Results:

• The Project Management Support Associate will directly contribute to project success by supporting the Project Manager in following UNOPS project management methods and strategies. Effective performance in this role will reinforce UNOPS’ image as an efficient service provider and enhance its position as a partner of choice in sustainable development and project management

 Education/Experience/Language requirements:

Education:

• A secondary school certification is required.
• A first-level university degree, preferably in Accounting, Project Management, Business Administration, Management, Engineering or related field may be considered as a substitute for 4 years of qualifying work experience.
• A relevant professional or technical diploma may be considered as a substitute for 4 years of qualifying work experience 
• PMP & PRINCE2® certification is an asset.

Experience:

• A minimum of 6 years of relevant and progressive professional experience, preferably in the field of Project Management with focus on supplier performance monitoring, documentation , reporting, and coordination is required with secondary school certification. 
• Experience working with the Google Suite platform including, Google Drive, Google Calendar, Gmail, Google Sheets, Docs, and Slides is an asset.
• Experience and demonstrated knowledge of UN rules and procedures in Project Management, Engineering, Finance, HR Management and administrative rules and regulations will be an advantage.

Languages:

• Proficiency in written and oral English and Arabic is required

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29339#1

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