Summary of functions:
Project Delivery and Performance
Pr...
- Summary of functions:
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Project Delivery and Performance
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Procedures
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Monitoring and reporting
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Stakeholder engagement
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Quality assurance
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Knowledge management and innovation
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Personnel management
Under the overall guidance of the Director Amman Operational Hub, under the direct supervision of the Head of Programme, and in close coordination with the Iraq Programme Advisor; the Project Manager (PM) will be responsible for all aspects of the project life-cycle in accordance with the Project Document, the legal agreement between UNOPS and the donor, and in compliance with Project Management Manual (PMM) as well as the Organizational Directives and Administrative Instructions on Project Management.
The PM must be able to undertake independently, the following tasks:
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Project Delivery and Performance
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Ensure the preparation and delivery of all the project’s elements and activities mentioned in the project document/ legal agreement.
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Ensure timely planning and implementation of the project’s activities, ensuring that the project’s goals and objectives are accomplished within the prescribed scope of work, timeframe (schedule) and the agreed funding parameters (budget).
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Study and/ or prepare the scope of works, budgets, terms of reference, contracts and all technical requirements of the engineering design and renovation phases;
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Prepare and analyse all project documents, and ensure compliance with specifications in accordance with relevant codes and national standards as well as good engineering practices.
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Review project designs (buildings architecture, structural, external works and electro-mechanical works) in terms of accuracy, suitability to overall design requirements, including identifying improvements in the designs and be able to propose practical solutions and alternatives. Also, the PM is responsible to submit the final designs to the Design Review team at UNOPS HQ and obtain the Design Review Certificate.
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Review, guide and approve plans/drawings presented by consultant/ contractor during implementation phases (design and renovation), and present a methodology to control the scope and reflect the impact of any changes on the project objectives.
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Follow up with the design engineering consultants’ and renovation contractors’ obligations on site including inspections, testing, quantity surveying, etc.
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Review and approve monthly progress reports submitted by consultant/ contractor to also include detail the work accomplished, materials used, and total hours/days worked per the beneficiary.
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Develop, complete and update implementation plan(s) on a monthly/ quarterly basis, as applicable.
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Implement the approved plan (including the establishment of milestones) within tolerances set by the Project Board.
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Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
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Manage and oversee the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
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Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
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Liaise with any external suppliers/contractors as well as as with all internal units of UNOPS Amman Hub for timely planning and execution of project activities;
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Manage acceptance and delivery of work packages
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Monitor project progress ensuring that work packages are being executed properly
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Control project and work packages changes
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Accept goods, services or works delivered by suppliers.
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Lead contract management duties including supplier performance evaluation.
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Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to senior management/ Project Board so that maximum benefit to partner(s) and other stakeholders is achieved
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Identify and report to the supervisor potential business opportunities for UNOPS
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Procedures
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Comply with all organizational policy and specifically the Project Management Manual
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Prepare/adapt all relevant plans for approval by the Project Board.
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Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
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Draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
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Ensure maintenance of the project files and lessons learned are recorded
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Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
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Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
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Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project
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Understand the unique structures of the UN and budget appropriately for personnel
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Manage expenditures against the budget (based on accurate financial reports)
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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.
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For project closure purposes, provide a formal handover of the project to the closure manager
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Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.
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2. Monitoring and reporting
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Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
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Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
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Maintain diaries and progress reports as required by the organization’s standard procedures.
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Provide routine oversight and analysis of delivery data within the dashboard system.
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Ensure gender aspects are mainstreamed throughout the project life cycle. This includes, but is not limited to, preparation, implementing, monitoring and reporting on actions related to the project gender action plan (GAP) as needed as well as updating the GAP as required;
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Maintain proper maintenance of equipment, compliance with all codes and adherence to Health, Safety, Security, and Environmental (HSSE) regulations as per UNOPS requirements;
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Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span
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3. Stakeholder engagement
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Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
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Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), donorand key stakeholders including the beneficiaries and other project partners, but not only limited to the Italian Agency for Development Cooperation (AICS); Ministry of Housing, Construction, and Public Works (MoHCPC), and all relevant stakeholders.
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Advise the Project Board (which consist of UNOPS, AICS, MoHCPC, and other stakeholders and beneficiaries who can be invited as an observer) on issues that may impact the achievement of outcomes and deliverables including issues of sustainability and post project requirements such as maintenance;
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Ensure that project stakeholders including contractors and subcontractors (if any) as well as government entities are aware of the UNOPS Prevention of Sexual Exploitation and Abuse (PSEA) policy and how to report concerns;
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Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
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Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs
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Quality assurance
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Work with internal stakeholders to ensure projects comply with audit requirements
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Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems
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Coordinate quality reviews of project documents and deliverables
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Provide quality control for management outputs (project documents, reports, etc.)
5. Knowledge management and innovation
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Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
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Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices
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Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice
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Research and logging of lessons learned throughout the project life span.
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6. Personnel Management
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Lead and motivate the project management team
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Ensure that behavioural expectations of team members are established
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Ensure that performance reviews are conducted fairly, accurately and timely
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Select, recruit and train team as required and take into account gender parity and diversity objectives.
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Ensure safety and security for all project personnel and comply with UNDSS standards
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Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harrasement, sexual harrasement and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.
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