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Afghanistan Program Support Officer

2:38:00 PM

Background

General Background of Project / Assignment

The United Nations Office for Project Services (UNOPS) in Afghanistan is responsible for implementing a number of projects on behalf of the Government of Afghanistan and the aid donor community. The Afghanistan Operation Centre (AGOC) has been set up as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the Implementing Agency/Consultant.

Since 2003 UNOPS has been implementing projects in the roads sector and supporting the capacity development of the Ministry of Public Works (MPW) and the Ministry of Rural Rehabilitation and Development (MRRD) throughout the country. The implementation strategy for the projects forming the UNOPS “Transport Sector Portfolio” aims to embed UNOPS national and international technical consultants alongside ministry counterparts in the implementation of projects to optimize the on-the-job training opportunities in all aspects of project implementation. Since its establishment in 2003 the UNOPS Transport Sector Portfolio has been made up of 15 separate projects funded from various donors; 5 of which are complete and the remaining are in various stages of project implementation. In order to optimize the resources under each project UNOPS has established a Program Support Unit (PSU) using a cost-sharing arrangement to provide support services to all the projects in the portfolio.

The major contributor to the UNOPS Transport Sector Portfolio is the National Emergency Rural Access Project (NERAP) which is funded from the World Bank. In addition however there are several geographically targeted projects under the portfolio which are financed from bi-lateral donors. The bi-laterally funded projects represent an important growth sector within the Transport Sector Portfolio. At present, these include (a) the Musahi Valley Road project, and (b) the Rehabilitation of Maidan Shar to Bamyan Road (REMABAR), (c) Shindand Road Project which are implemented in partnership with MPW with funding from the Government of Italy, (d) the Support to Rural Access Development in Tirin Kot (RAD-TK) financed by AUSAID, the (e) Kandahar Road Project and Capacity Development project, (f) Chagcharan Road Project which are currently funded by Government of Japan and are being implemented in partnership with MRRD, MoPW. However in addition, there are several other bi-lateral projects with MRRD and MPW in development.

In order to ensure the sound project and financial management of bi-laterally funded projects in the Transport Sector Portfolio and support the development of further projects in the portfolio, UNOPS is seeking qualified candidates for the position of Program Support Officer.

Duties and Responsibilities

Purpose and Scope of Assignment

The Program Support Officer works under the overall guidance and supervision of the International Transport Sector Portfolio Program Manager. The Program Support Officer – Transport Sector Portfolio will contribute to ensuring that the portfolio’s projects are in compliance and up to date with the reporting requirements to donors and in line with defined project objectives. He/she will be responsible for monitoring specific administrative and financial transactions, preparing interim and final financial reports, providing information and bringing to attention of the TSP Program Manager issues related to the project’s financial transactions and operations. Additionally, the Program Support Officer will provide technical advice and mentoring to MPW Civil Servant counterparts assigned to interact with the TSP Program.

The Program Support Officer’s responsibilities and duties will include, but not be limited to, the following:

Project Formulation and Approval

  • On behalf of the International TSP Program Manager and the project managers review accuracy of information and compile required documents for Project Acceptance Committee’s (PAC) approval, including project budgets, work and financial plans, signed agreements, TORs, Implementation Analysis Note (IAN), etc.
  • In consultation with the TSP Program Manager provide suggestions on all project related aspects of project formulation phase and analyze implementation approaches for soundness, feasibility and cost implications;
  • Based on the request of the TSP Program Manager, set up new projects in ATLAS and upload support documents for approval by HQ.

Program Support

  • In consultation with the TSP Program Manager provide additional guidance and support to other members of the TSP team on UNOPS financial management procedures, administrative guidelines and SOPs.
  • Prepare payment requests and necessary supporting documents (Financial forecasts and/or PDRs) to be submitted to the respective Line Ministries, UN Agency Partners, and Donors in accordance with the MSAs.
  • Prepare operational budget according to UNOPS financial management system and ensure accuracy of supporting documents (Project budget, No objection Letter from the donor, etc).
  • Liaise with UNOPS supporting units and liaise with regional offices for project-related administrative and operational matters such as payments, contract management, recruitment of staff, procurement of goods and services, and asset management.
  • Ensure that all business processes are backed-up by required supporting documents for processing of staff and sub-contract payments, awarding and amending of contracts.
  • Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, work plans, and availability of resources for disbursement.
  • Review and process Request for Personnel Action (RPA) and Payment Certificates received from the project field offices.
  • Raise requisitions for procurement of works and goods, and facilitate requests for issuance of contracts and/or contract amendments.
  • Committing funds through purchase orders (PO) in the financial system in accordance with SOPs.
  • Ensure conformity of project disbursement requests with procedures, work plans and availability of budget;
  • Manage contract related payments, update records and information in line with other UNOPS departments involved. Ensure that all payment documents are processed in a timely manner.
  • Maintain records of project files and other support documents in accordance with the established archiving guidelines.
  • Prepare updated financial reports in compliance with donors’ reporting requirements as specified in the agreements (i.e. Project Delivery Reports; Financial Monitoring Reports, progress Reports, etc.)
  • Support the TSP Program Manager and project managers in preparation of annual reports to the donors ensuring full compliance with UNOPS SOPs.
  • Prepare budget revisions in ATLAS and provide all necessary documents to the TSP Program Manager and project managers.
  • Analyze outstanding obligations of prior years.
  • Correlate financial reports with the narrative reports and agreed work and financial plans.
  • Bring any issues or concerns, specifically on budget short falls or over-expenditures or non-compliance with the signed agreement/document to the attention of the TSP Program Manager and project managers immediately as they arise.
  • Perform quality control function of the Program’s accounts by performing review, analysis and reconciliation of Program’s financial transactions in accordance with the signed agreements or project documents. Investigate discrepancies and propose corrective actions as necessary and in a timely manner.
  • Support the implementation of internal audits of all bi-laterally funded projects as required
  • Perform other duties as necessary.

Project Completion

  • Assist the TSP Program Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
  • Assist the TSP Program Manager PM to ensure smooth project completion in accordance with UNOPS policies and procedures and as was specified in the project agreement.

  • In consultation with the TSP Program Manager ensure settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, etc.

    Monitoring and Progress Controls

  • Ensure that the Program Budget for fiscal year is prepared in a timely manner for stakeholders and HQ's approval.

  • Maintain up-to-date program financial data available for management review; ensure project financial reports are prepared and disseminated in accordance with the MSA requirements and donor guidelines.
  • Ensure that the Program Manager is informed of any variation in project budget and expenditure and advised for remedy or budget revision.
  • Qualifications and Experience

a. Education

  • Master’s Degree in Finance, Ecomoics or related field is required. Additional years of relevant work experience in combination with a relevant bachelor’s degree, may substitute for the requirement of a master’s degree.

b. Work Experience

  • At least 5 years of progressively responsible finance, programme support and administrative experience is required.
  • At least 4 years of experience with NGOs, UN Agencies or an international organization is required.
  • Demonstrated experience in using ATLAS and experience with other relevant financial tools and databases is required
  • Experience in the application of UNOPS financial rules and regulations is an advantage

c. Key Competencies

  • Excellent working knowledge of English, both written and verbal. Fluent in Dari/Pashto.
  • Good working knowledge of MS Office applications (Word, Excel), email/internet, ability to operate other financial management software/programs.
  • Extensive experience and knowledge of financial/budget accounting and monitoring. Knowledge of project monitoring and management would be an asset.
  • Has strong attention to detail.
  • Capacity for problem solving and identifying acceptable/applicable solution; resourceful, proactive, maturity of judgment and behavior, and self-motivated.
  • Strong business acumen with ability to apply and transfer knowledge.
  • Good communication (verbal and written) and strong interpersonal skills and ability to work in a team.
  • Be able to work in a multi-cultural environment.
How to apply:

Submission of Applications

Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on www.unops.org) via e-mail to emo.agoc.vacnat@unops.org. Kindly indicate the vacancy number and the post title in the subject line when applying by email.

Additional Considerations

  • 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.

For more information on UNOPS, please visit the UNOPS website at www.unops.org.

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