UNOPS| Project Assistant

Vacancy code VA/2012/B5106/244
Position title Project Assistant
Department/office EMO, Jerusalem
Duty station Jerusalem, occupied Palestinian territory
Application period 05-Apr-2012 to 15-Apr-2012

Background Information - UNOPS

“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
-Ban Ki-moon, United Nations Secretary-General

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.

Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.
Background Info - BU Jerusalem

Jerusalem

The UNOPS Jerusalem office opened in 2006 and now has sub-offices in East Jerusalem, Ramallah and Jericho. The portfolio includes infrastructure, procurement, human resources, capacity building, access coordination and security projects for partners and beneficiaries throughout the occupied Palestinian territory.

Background Information - Job-specific

The Project Assistant will work with UNRoD project team and report directly to the Senior Project Manager and will liaise regularly with relevant counterparts at UNOPS, and UNRoD Vienna based office.
 
The United Nations Register of Damage Caused by the Construction of the Wall in the Occupied Palestinian Territory (“UNRoD”) was established by General Assembly Resolution A/RES/ES-10/17 of 24 January 2007 to serve as a record, in documentary form, of the damage caused to all natural and legal persons concerned as a result of the construction of the Wall by Israel in the Occupied Palestinian Territory, including in and around East Jerusalem.
 
UNRoD is required to a) undertake outreach activities in the Occupied Palestinian Territory in order to inform potential claimants of the right of all natural and legal persons who have suffered damage as a result of the construction of the Wall to submit a claim to UNRoD, and to disseminate information about the existence and purpose of UNRoD and the procedure for filing a claim with UNRoD and b) conduct claims intake activities including distribution of claim forms to potential claimants, assisting claimants in completing the claim forms, and the collection and delivery of completed claim forms to UNRoD’s office in Vienna for further processing.

Functional Responsibilities

ADMINISTRATION
 -Serve as point of contact between UNOPS and UNRoD on daily practical issues related to the implementation of the project, point of contact for administrative and operational needs and requirements for the project, UNRoD, Vienna and/or UNOPS.
-Develop and maintain project files to include agreements, budgets, contracts, documentation on procurement and financial transaction, quarterly and annual reports to UNRoD /UNOPS.
-Develop and maintain an inventory tracking system.
-Assist in the HR aspect of the project, i.e. ensuring time sheet and leave requests are filled in an accurate and timely manner.
-Perform daily checking of scanned Claim Forms and ensure proper packing.
-Monthly preparation of the Claim Forms to be shipped by Pouch, under strict guidelines to ensure that every Claim Form is accounted for.
-Assist Claim Intake and Outreach Specialist in tracking and managing the Returned and Rectified Claim Forms.
-Ensure that physical check of all Returned Claims Forms have been done, and keep accurate logs and files of all Returned Claims Forms and all Rectified Claim Forms sent back to UNRoD Vienna.
-Visits to the field in different locations to assist and facilitate the work of the Claim Intake Assistants as required by the Senior Project Manager.
-Prepare travel authorizations and travel expense claims and prepare travel payments as required
-Assist with the procurement of equipment needed in accordance with the approved budget and UNOPS Rules and Regulations
-Create online Requisitions, Purchase Orders and raising receipts as needed.
-Compile meeting minutes as required and distribute for approval.
-Prepare documentation for visas, permits and travel documentation.
-Arrange appointments between Senior Project Manager and relevant counterparts.
-Translate certain documents from Arabic to English/ English to Arabic.

FINANCE
 
-Assist the Senior Project Manager to manage the project budget; track and expedite payments and ensure that financial transactions are finalized, reported on and within the approval budget.
-Prepare project budget with input based on allocations from UNRoD Vienna and input from Senior Project Manager.
-Prepare and administer non PO payments.
-Assist in preparation of budget revisions, quarterly financial expenditure reports, cash flow reports on a quarterly basis and in IMIS and Atlas formats with input from Senior Project Manager.
-Expedite the receipt of cash tranches and log into Atlas and Lead System as required.

REPORTING
 
-Assist the Senior Project Manager to liaise with partners (UNOPS and UNRoD) on coordination matters and comply with the reporting requirements.
-Assist the Senior Project Manager with preparing quarterly, interim and final financial and substantive reports to UNRoD as per MoU between UNOPS and UNRoD.

Perform any other duties as assigned by the supervisor.
Competencies

-Professionalism – Demonstrates professional competence and mastery of subject matter; ability to effectively deal with stress factors.
-Planning and Organization – Proven ability to plan and organize work and establish priorities;
-Communications – Ability to effectively communicate (oral and written), within all levels of the organization. Good drafting and presentational skills;
-Teamwork – Good interpersonal skills; ability to establish and maintain effective working relations with: UN, INGO and diplomatic staff,  security representatives of local and national governments, with sensitivity and respect for gender, diversity and culture;

 
Education/Experience/Language requirements

a- Education
 
-Bachelor Degree in Business Administration, Finance, Economics, International Management or other relevant discipline.

b-Languages
 
-Proficient in both the English and Arabic Languages, spoken, written and comprehension.

 
c-Work Experience
-At least 3 years of working experience in Administrative Service, Project Management, Finance, Human Resources or related areas. 
-Minimum of 2 years working experience with the UN and or international organizations would be an asset.
-Experience in reporting writing and donor communication is strongly desirable.
-Technical report writing and communications experience would be an asset.

 
Additional Requirements

-Extensive experience in project administration including deep knowledge of financial, HR, Procurement, administrative practices and project reporting.
-Work collaboratively with colleagues to achieve project goals.
-Supportive and service oriented personality with commitment, efficiency and willingness to work in a highly motivated and fast-moving team.
-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with UNOPS rules and regulations; supports subordinates, provides oversight and takes responsibility for delegated assignments;

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (L-ICA)
Contract level: L-ICA level 3
Contract duration: 1 May 2012 - 30 September 2012 with possibility of extension

For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Cont ractor-Agreements-ICAs.aspx

Additional Considerations
-Please note that the closing date is midnight Copenhagen time (CET)
-Applications received after the closing date will not be considered.
-Only those candidates that are short-listed for interviews will be notified.
-Qualified female candidates are strongly encouraged to apply.
-UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post
-The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.