The Project Manager is responsible
for the day-to-day operations of the project(s) and provides services to the
donors, partners and beneficiaries. He/she is expected to meet and exceed
the organizations performance and delivery goals.
Purpose
and Scope of Assignment:
The project manager is responsible to produce/read the project
initiation documents (PID), Legal Agreement and have a thorough understanding
of the terms, conditions, and the respective roles and responsibilities of the
partners/stakeholders to ensure the project(s) products are capable of meeting
the business cases for both UNOPS and the client. Success of the Project(s) and
hence Project Manager will be based on the Success Criteria of UNOPS
engagements which are linked to the below responsibilities.
Stakeholder Management:
- Establish
solid working relationship with the project board (Executive, Senior Users and
Senior Suppliers), client and key stakeholders
- Manage
communications and ensure stakeholders are aware of project activities,
progress, exceptions and are in a position to accept handover products
- Advise
the client on issues that may impact the achievement of their outcomes
(including issues of sustainability and post project requirements such as
maintenance)
- Manage
the information flows between the Project Board/OC Director and the project(s)
Project Delivery and Performance:
- Develop
and maintain project plans
- Implement
approved project plans (including the establishment of milestones) within
tolerances set by the project board
- Embed
sustainability dimensions including social and gender inclusion, environmental
and economic aspects into project life cycle.
- Manage
the production of the required products, taking responsibility for overall
progress and use of resources and initiating corrective action where necessary
- Liaise
with any external suppliers or account managers
- Authorize
Work Packages
- Advise
the Project Board and OC Manager of any deviations from the plan
- Identify
and manage risks so that maximum benefit to client and stakeholders is achieved
- Manage
and review product quality and ensure products are accepted
- Monitor
and evaluate performance of service providers
- Identify
and report potential business opportunities for UNOPS to supervisor
- Identify
and report threats to UNOPS internal business case to supervisor
Procedures:
- Follow
the Project Management Cycle Instructions and ensure that all organizational
policy is complied with (Organizational Directives and Administrative Instructions)
- Prepare/adapt
the following plans for approval by the Project Board: I. Project
Initiation Documentation; II. Stage/Exception Plans and relevant Product
Descriptions
- Prepare
the following reports:
i. Highlight
Reports
ii. End
Stage Report
iii. Operational
Closure Checklist
iv. End
Project Report
v. Handover
Report
- Maintain
the following: i. Electronic Blue File; ii. Procurement, HR and Finance files
as required by those practices as per OD12.
- Ensure
that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).
- Manage
budgets, cash flow and obligations to ensure that deliverables are met and
payments to contractors and personnel are received on time.
- Understand
and manage UNOPS overheads, allocable charges, and related corporate charges as
they apply to the project
- Understand
the unique structures of the UN and budget appropriately for personnel
- Manage
and remain accountable for expenditures against the budget (based on accurate
financial reports)
- Where
the Project Manager has no delegation as a committing officer, s/he retains
these responsibilities and will monitor and instruct/request others to carry
out the relevant commitments and disbursements.
Knowledge Management:
- Participate in the relevant Communities of Practice
- Actively
interact with other PMs and the PM community to share case studies, lessons
learned and best practice on the Knowledge System.
- Provide
feedback to Practice Leads on policy, supporting guidance with an aim towards continuous
improvement of UNOPS policies
- Complete
lessons learned as per reporting format
- Incorporate
lessons learned from others as per planning format
Personnel Management:
- Lead and
motivate the project management team
- Ensure
that behavioural expectations of team members are established
- Ensure
that performance reviews are conducted
- Identify
outstanding staff and bring them to the attention of the OC Director
- Have a
thorough understanding of UNOPS personnel contract modalities (including ICA
and Staff)
- Select,
recruit and train team as required by project plans
- Perform
the Team Manager role, unless appointed to another person(s)
- Perform
Project Support role, unless appointed to another person or corporate/programme
function
- Ensure
safety and security for all personnel and comply with UNDSS standards
Core Values and Principles:
- Understand and respect UNOPS sustainability principles
I. Look
for ways to embed UNOPS sustainability principles in day to day project
management
II. Seek
opportunities to champion gender equality at work place
III. Champion
and communicate project’s sustainability aspects with key stakeholders
- Understand and Respect National ownership and capacity
i. Understand
the principles of the Paris Declaration on aid effectiveness and mainstream
them into the project plans
ii. Seek
opportunities to recruit qualified local staff
iii. Look
for ways to build capacity of local counterparts
Partnerships and Coordination:
i. Understand
the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place
in the UN system
ii. Strive
to build strong partnerships and effective coordination among relevant project
actors (e.g. United Nations, governments, and non-governmental organizations or
other relevant partners
Accountability for results and the use of resources:
i. The
project management processes are designed to deliver maximum accountability,
transparency and results. If a project or processes is not in line with this,
it is the responsibility of the PM to raise the issue to a supervisor
Operational
Excellence
i. Contribute
to innovation and the adaptation of best practice standards of sustainability
and quality.
Coordination of Procurement of goods
and services:
- Coordinates strategic
Planning, implementation and oversight of procurement of goods and services in
coordination with the CDOH procurement unit
- Develops and maintains the
strategic role of procurement in provision of cost effective and efficient
supply and service solutions that contribute to achievement of broader office
and organizational objectives
- Adheres to tools and
guidelines to assist customer units/portfolios in procurement activities.
Ensures that risk assessments are undertaken as needed particularly for large
value procurement contracting in consultation with relevant business owner
- Supports the Procurement
Advisor to secure compliance with UNOPS Financial Rules & Regulations,
General Terms & Conditions, and Auditor's recommendations/ observations in
all procurement activities
- Supports in preparations of
all Invitations to Bid, Requests for Proposal, Award Recommendations above
$50K, CPC Submissions (HQCPC/LCPC) and Contracts
- Coordinates development of
procurement plans and strategies for the project
- Supports in overseeing
adherence to contractual agreements, recommend amendments and contract
extensions, advise concerned parties with respect to contractual
rights/obligations
- Assists in development and
maintenance of appropriate supplier performance management system.