Background Information – Job-specific
Following devastation caused to life, livelihoods and property by tropical storm Idai in March 2019, the WB has allocated up to US$ 75 million to finance a recovery project for Zimbabwe. The project addresses both early and mid-term recovery needs in multiple sectors (livelihoods, health, education, agriculture). UNOPS has been requested to establish a multiple projects in Zimbabwe to assist with the recovery of the selected areas in Zimbabwe that were most affected by the storm.
The Senior Project Assistant reports to the Project Support Officer who provides broad supervision and guidance. The role is responsible for supporting the Project Support Officer with the day-to-day operations of the mission and coordinating mission progress and implementation. He/she maintains a close eye on the operational and financial performance, identifies probable issues that may need attention, supports in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned, drafting required correspondences to stakeholders concerned and preparation of mission reports.
The role can often be required to work in complex and challenging environments with limited resources.
There are multiple projects and sections that require Senior Project Assistants including the World Bank funded Zimbabwe Hurricane Idai Recovery Project (ZIRP) and the AFDB funded Socioeconomic Recovery Project.
The Senior Project Assistants required will be for the locations of Chimanimani and Chipinge.
Functional Responsibilities
- Assist in preparation of periodic accounting records by recording receipts and disbursements (ledgers, cashbooks, vouchers, etc) and reconciling data for recurring or special reports.
- When authorized, make disbursements from Petty Cash and/or Operational Advance Accounts; maintain records of these disbursements and balances accounts as required.
- Assist in maintain financial records for project or other office accounts for which responsibility is assigned. Records receipts and payments, assures accuracy of computation and completeness of documents and maintain continuing status of allotments against obligations.
- Assist in calculation and payment of salaries, allowances and travel claims.
- Organize movements of project staff and goods to the project sites; prepare of Travel Authorizations,
- Movement of Personnel and Cargo Movement Request.
- Assist project staff on renewal of visa, travel permits and police registration.
- Assist in managing the project allocated vehicles and other assets with timely repair and maintenance, maximizing operational efficiencies to the project implementation.
- Whenever required, raise requisitions in oneUNOPS for the project support procurement and purchasing requirements for the Project Manager’s approval.
- Assist in maintenance of Property, Plant and Equipment register and operational data bases.
- Organize stationeries and other consumables for the project team day to day operations.
- Assist in scanning, copying of documents and maintaining proper filing system and document archives.
- Perform other duties to support the project team as required.
Impact of Results
The Senior Project Assistant directly impacts on achievement of project results by assisting the Project Manager to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.
Core competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favoritism.
Functional competencies:
- Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
- Ability to manage, organize, plan and implement work assignments
- Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.
Education/Experience/Language requirements
Education
- A Secondary School Education is required
- First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required
- In the absence of a degree, administrative certification is an asset
Certification:
- PRINCE2® Foundation/Practitioner an asset
Experience
- Minimum five (5) years of relevant experience in general administrative or operations’ support services in national or international public or corporate organizations
- Two (2) years experience in use of computers and office software packages (MS Office) and experience in handling of web-based management systems is required
- Experience in use of Enterprise Resource Planning (ERP) systems including OneUNOPS is desirable
- Experience working in financial reporting, operational transactions and will be an added advantage
- Some experience in UN system organizations is desirable
Language
- Fluency in written and oral English language is required
- Fluency in one or more additional official UNOPS languages is an advantage.
More Information
- Job City Chipinge, Chimanimani, Zimbabwe
