Deputy Project Manager

The Deputy Project Manager is responsible for the day-to-day operations of the project(s) and provides services to the different donors, partners and beneficiaries.  S/he is expected to meet and exceed the organizations performance and delivery goals.

Purpose and Scope of Assignment

The Deputy 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 Deputy Project Manager will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.  The project will rely on a number of external suppliers and stakeholders for its successful delivery, managing tight timeline with some flexibility. Supporting the Project Manager, the Deputy Project Manager is responsible for all aspects of the project life cycle. S/he must be able to apply, with some degree of autonomy, 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/Country Director (CD) and the project(s)

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 CD 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:

  1. Highlight Reports

  2. End Stage Reports

  3. Operational Closure Checklist

  4. End Project Report

  5. Handover Report

• Maintain the following: i. Electronic Blue File; ii. Procurement, HR and Finance files as required by those practices as per Organizational Directives;

• 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 behavioral expectations of team members are established;

• Ensure that performance reviews are conducted timely and objectively;

• Identify outstanding staff and bring them to the attention of the Country 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.

Monitoring and Progress Controls

• Ensure that the project produces the required products within the specified tolerance of time, cost, quality, scope, risk and benefits;

• The Deputy Project Manager is also responsible for the project producing a result capable of achieving the benefits defined in the Business Case.

• Advanced University Degree (Master Degree) in Project Management, Business Administration, Economics or other relevant discipline is required;

• First level University degree (Bachelor’s Degree) in Project Management, Business Administration, Economics or other relevant discipline in combination with 2 additional years of experience may be accepted in lieu of an advanced university degree.