The project manager is responsible to produce/read the
project initiation docume...
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 products
are capable of meeting the business cases for both UNOPS and the client.
Success of the Project and hence Project Manager will be based on the Success
Criteria of UNOPS engagements which are linked to the below
responsibilities. The project manager is
responsible for all aspects of the project life cycle. S/he must be able to
apply, independently, the below duties and responsibilities of the project
success criteria:
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/Head of Office/Head of Programme and the 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 Reports
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 Head of Programme/Head of Office
- 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 Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system
iv. 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
v. 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 with a supervisor
vi. Contribute to innovation and the adaptation of best practice standards of sustainability and quality.