Project Management Support – Associate

Support to Bangsamoro Transition (SUBATRA) is a 5-year program funded by the European Union, and co-financed by the Spanish Agency for International Development Cooperation (AECID), through an Agreement with the Government of the Republic of the Philippines. SUBATRA contributes to a smooth and timely undertaking of the transition through capacity building of the three branches of the Bangsamoro Government (executive, legislative and judicial) and civil society organizations. This will promote an enabling good governance environment and support the efficient implementation of policies set up by the transition plan, with a focus on capacities that are critical for the sound functioning of interim institutions.

Functional Responsibilities

Under the overall guidance and direct supervision of the Project Management Support – Officer/PMSO (Fin/Admin) and in close partnership and coordination with the Project Manager (PM), the Project Coordination Team, the Support Operations Team, the Infrastructure Team, the EAPMCO’s Support Services Unit (SSU) and Project Management Unit (PMU), and the implementing partners (Technical Assistance Team), the Project Management Support – Associate (Finance and Performance), will be responsible for:

• Provide effective support to the PMSO (Fin/Admin) on all finance-related issues, including forecasting, budgeting, planning, analysis, and reporting.
• Review actual expenses, ensure consistency across all processes, and prepare updated financial reports in compliance with reporting requirements to donors or specified agreements. Analyze project cash position, create monthly, quarterly, and annual reports, and ensure accurate financial information recording.
• Assist in the formulation of budgets, plans, and forecasts, ensuring accurate historical and forecasting data availability for decision-making. Prepare budget revisions in consultation with relevant stakeholders and contribute to the streamlining of budgeting, planning, forecasting, monitoring, and reporting systems, processes, and tools.
• Ensure conformity of project disbursement requests with UNOPS Financial Regulations and Rules (FRR), work plans, and resource availability. Maintain an effective records system and ensure all transactional processes are backed up by required supporting documents.
• Ensure proper usage of the Chart of Accounts, Work Packages, and Nature of Costs and assist with project planning to optimize financial management processes.
• Work closely with the supervisor to ensure actions are taken on verification and audit findings, with proper report tracking to address any identified issues.

Performance Monitoring

• Develop and maintain performance monitoring applications/tools for internal use.
• Provide support in analyzing financial and performance data to identify trends, patterns, and areas for improvement.
• Assist in the monitoring of performance against Service Level Agreements (SLAs) and identification of areas of improvement or compliance issues. Generate periodic reports highlighting SLA adherence and deviations.
• Ensure timely compilation and submission of periodic and ad-hoc reports to the supervisor on performance against KPIs or service delivery lead times. Adhere to reporting requirements and guidelines.
• Design and generate regular performance reports, dashboards, and presentations for internal stakeholders and senior management.
• Support the PMSO (Fin/Admin) in the quarterly reviews and audits of financial and operational processes to ensure compliance with policies and regulations.
• Provide regular briefings to the PMSO(Fin/Admin) and/or PM regarding operational matters and general systems controls.

Operational and Administrative Support

• Prepare the reconciliation ledger and gather necessary supporting documents and other requirements for all transactions paid through the recurring Operational Advance (OA).
• Create payment requests for the replenishment of petty cash, prepaid card, and recurring and non-recurring OAs.
• Review the reconciliation ledger for petty cash, prepaid card, and recurring and non-recurring OAs to ensure accuracy of the account codes and nature of costs used.
• Perform other relevant duties/tasks as may be assigned by the supervisor.

Knowledge Management and Innovation

• Participate and assist in the organization and delivery of training and learning initiatives for project personnel on finance and performance-related topics.
• Contribute valuable insights to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices, fostering productive planning and knowledge building.
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education, Experience and Language Requirements

EDUCATION:

• Completion of Secondary education is required.
• University degree, preferably in Accounting, Audit, Finance, Business Administration, Public Administration, Economics, Management, or in related fields, is an advantage and can substitute for some of the required years of experience.

EXPERIENCE:

• A minimum of six (6) years of professional experience in providing analytical and operational support, preferably in the field of accounting, finance and/or project management with a focus on budget, expense, and performance recording, monitoring, analyzing, reporting, coordination, and process improvement is required in combination with a high/secondary school diploma. 2 years of relevant experience is required in combination with a Bachelor degree and no experience is required in combination with a Master degree.
• Proficiency in the use of computers and Google Workspace applications as well as web-based management systems is preferred.
• Intermediate to advanced skills in spreadsheet (e.g., MS Excel and/or Google Sheets), database packages/ERPs, and data analytical tools, experience in data analytics is desirable.
• Experience with an international Organization and/or UN Agencies is an asset.
• Knowledge of UNOPS/UN Financial Rules and Regulations is an asset.
• Possession of a recognized qualification/certification in a relevant field (e.g., accounting, audit, finance) is a distinct advantage.
• Excellent interpersonal and communication skills is desirable.

LANGUAGE:

• Fluency in oral and written English is required.

CONTRACT TYPE, LEVEL and DURATION

• Contract type: Local Individual Contractor Agreement (LICA)
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’