COMPLETE OUTLINE
PRINCIPAL FUNCTIONS
Under the supervision of the Senior Inspectorate Business Analyst, the main function of the Inspectorate Project Officer is to support the execution of programmatic activities of the Inspectorate Division (INS), ensuring a fully integrated management of INS operational resources via the successful implementation of divisional projects and related activities. The Inspectorate Project Officer provides technical support to multidisciplinary and cross-divisional projects, as assigned.
General
- Demonstrate the core values of the OPCW in the execution of your duties.
- Maintain confidentiality in accordance with the Manual of Confidentiality Procedure (MCP).
- Assist the Head of CMB in achieving the responsibilities and objectives of the Branch.
- Maintain and develop professional competence: complete required training and ensure that relevant knowledge and expertise is current
- Support Knowledge Management activities
- Undergo any special duties and tasks as directed by the Inspectorate Management Team.
Specific
Under direct supervision of the Senior Inspectorate Business Analyst, Programme Control and Monitoring Branch, the Inspectorate Project Officer performs the following tasks and responsibilities:
A) Supports the execution of the programmatic activities of the Inspectorate Division (INS) through effective project planning and implementation in line with the work programme and priorities of the Branch:
- Develop project planning processes and ensures that plans and budgets are prepared based on capacity assessments and in accordance with relevant directives and guidelines.
- Manages day-to-day activities of the assigned project(s) and the overall implementation process, including planning and monitoring in order to optimise the use of INS resources and to ensure successful achievement of project objectives and results as specified in the approved project brief/document.
- Facilitates establishment of interactive and inclusive platforms for project implementation and collaborate with other INS branches/units and project teams to ensure integration of critical development issues in the project activities and expected project outputs.
- Participate in the planning and conduct of implementation of INS action plans (missions, training, NRMs).
- Undertakes any special duties and tasks as assigned, such as assisting the Senior INS Business Analyst of the Programme Control and Monitoring Branch on technical issues; international duty travel to be undertaken as per the requirement of the assignment.
B) Monitors and reports on progress in implementing project activities and achieving the targets set:
- Reviews the results framework and updates the indicators, baselines, and targets of the assigned projects portfolio. Monitor progress and implementation of programme activities and finances using results-based management tools.
- Monitors implementation and progress in achieving goals and targets in accordance with the established quality criteria and OPCW rules, regulations, and standards. Identify, analyse, and take adequate measures to manage emerging issues, problems, and risks. Conduct field visits to project location sites, when required.
- Liaises with the Budget and Finance (BFB/ADM) team and other relevant stakeholders to ensure administrative requirements, budgets and use of financial resources are managed and executed in a timely and appropriate manner and within OPCW and donor rules and regulations.
- When applicable, prepares trust funds/donor reports in line with the reporting schedule and OPCW and trust funds requirements. Follow up on donors’ contributions, agreements, and financial reports
- Supports the smooth implementation of audits both internally and with partners and ensure that the audit recommendations are being implemented and followed up on.
- Submits timely financial analysis and information for preparation of reports, including financial analysis, updates, or projections as requested.
- Ensures proper operational and financial closure of the project.
C) Develops and maintains effective relationships and coordination with all INS branches/units and other key counterparts to ensure successful project implementation:
- Ensure operational management of assigned projects including budget planning, forecasting, monitoring and timely procurement of goods, services and/or infrastructure (as relevant), effective management of human, technical and financial resources.
- Develop Technical Specifications and/or Terms of Reference for projects, personnel and consultants/potential service providers, and ensure proper delivery of technical services and submission of technical and other reports.
- Provide technical support to the implementing partners of the INS, and act as a liaison between stakeholders, facilitating meetings, preparing presentations and reports.
- Submit timely financial analysis and information for preparation of donor reports, including financial analysis, updates, or projections as requested
- Supports knowledge building and information sharing, identify best practises and lessons learned to guide programme implementation and monitoring.
D) Supports the Inspectorate Management Team (IMT) and other INS branches/units:
- Provides a continuous integrated programme support to the work of the division, related to the overall management of resources, project management, information and knowledge management, quality assurance and quality control, and any other as assigned.
- Provides assistance to the Inspectorate Management Team (IMT) and other INS branches/units in the generation of data visualisation products, including infographics, and maps, using Power BI and/or other tools, for use in meetings, presentations and as a knowledge product.
Education (Qualifications):
Essential:
- Advanced University degree (Master’s degree or equivalent) in public administration, business administration, economics, finance, engineering, or related field. A first-level degree (Bachelor’s or equivalent) in combination with qualifying experience (minimum 7 years) in the specified fields may be accepted in lieu of the advanced university degree.
Required Certification (if applicable):
- Professional certification in programme and/or project management.
Experience:
Essential:
- At least five years of relevant experience in programme/project management experience gained in an international organisation, non-profit, multi-stakeholder environment or multilateral institution involving:
- Experience in conducting needs assessments, monitoring and evaluation, reporting and budgetary planning/control.
Desirable:
- Experience working with Artificial Intelligence (gen AI) and other relevant related technologies is an asset.
- Experience in data analytics is an asset.
- Experience in quality assurance.
- Experience in continuous improvement processes is an asset.
- Experience in capacity building techniques and developing strategies, analysing issues and implementing them in an international context.
- Working experience in an international organisation in a related field.
- Experience in the implementation of knowledge management (KM) projects and awareness and contribution to KM activities.
- Technology: experience with technical projects in areas related to developments in science and technology.
Skills and Abilities (key competencies):
Effective communication (especially factually orientated): speak and write clearly and effectively, listen to others, demonstrate openness in sharing information and in keeping people informed in respect of the sensitivity/confidentiality of the work, ability to interact effectively at all levels within and outside the Organisation.
Proactive and goal-oriented: demonstrate initiative, develop clear goals that are consistent with agreed strategies, allocate appropriate amount of time and resources for completing the assigned work, monitor and adjust plans and actions as necessary, and persist to complete tasks respecting deadlines and having a pragmatic approach focused on realistic results.
Adaptability: adapt and develop to evolving circumstances and complex situations, able to work under pressure with multiple projects and in diverse environment, travel frequently and respect and appreciate diversity.
Teamwork: align work with a broader team/organisational goals, place team’s interest before one’s own, build consensus rather than make decisions alone, support and act according group decision, even when it might not totally reflects one’s position; value other’s ideas and expertise and learn from them, share credit for team accomplishments and accept joint responsibility for team shortcomings.
Demonstrate good computer skills.
Judgement and decision making: identify key issues quickly, interpret and follow established procedures and guidelines to deal with complex issues or situations, gather relevant information before proposing or making a decision, consider positive and negative impacts of decisions on others and on the Organization, propose a course of action or make a recommendation based on all available information.
Conflict management: identify conflicts early, facilitate their resolution by pursuing mutually agreeable solutions.
Negotiation: prepare thoroughly, question, listen and trade concessions effectively, show flexibility and patience; think creatively; remain open minded.
Language Requirements:
Proficiency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
