Head of Project Management Office (PMO)

Job categories Project Management, Programme Management

Vacancy code VA/2020/B5304/20909

Level ICS-10

Department/office AFR, ETMCO, South Sudan

Duty station Juba, South Sudan

Contract type International ICA

Contract level IICA-2

Duration 1 year with possible extension subject to satisfactory performance and availability of funds

Application period 20-Dec-2020 to 23-Feb-2021

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

The Project Management Office (PMO) is established to provide a decision-enabling and delivery support structure for South Sudan Country Office (SSCO). The PMO supports the Head of Programme (HOP) in defining a balanced country-wide programme, ensuring consistent delivery of programmes and projects, as well as ensures that project management policies, processes and methods are followed and applied according to the organization’s standards.

The Project Management Office (PMO) provides South Sudan Country Office with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, and that operational and change priorities are balanced, the governance and decision making for each project is facilitated and that the programmes unit has the resources and capability to deliver all projects consistently well.

The functions and services of the PMO include:

Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.
Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.
Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

As the primary role of PMO is to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting as the overall Project Assurance capacity within the business unit on behalf of the Head of Programmes. The PMO strongly contributes to moving the South Sudan Country Office toward achieving its mission-focused goals and objectives.

Functional Responsibilities

Summary of functions: Development and planning Set...

Summary of functions:

Development and planning
Set-up and closure
Monitoring and reporting
Stakeholder engagement
Quality assurance
Knowledge management and innovation
Personnel management

1. Development and planning

In conjunction with the PMO team, provides appropriate levels of programmatic management and administrative support to the Programme Management regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.
Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the South Sudan Country Office.
Develops and establishes resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the South Sudan Country Office.
Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Head of Programme.

2. Set-up and closure

Facilitate the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.
Develop, track and maintain dependencies.
Liaise closely and support the Head of Support Services in all project assets and finance related issues.
For project closure purposes, acts as (or nominates and supervises) a focal point between the South Sudan Country Office and donors throughout the process.
Oversee and coordinate all project closure activities, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS Management Workspace (MWS), and effective handover of closed projects to UNOPS HQ for financial closure processes.

3. Monitoring and reporting

Prepare and issues regular project reports in accordance with donor guidelines for reporting.
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by UNOPS standard procedures.
Identify and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Head of Programme.
Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system as required.
Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.
Within the context of monitoring and evaluation, ensure all projects submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and tracks progress, or otherwise, against such information.
Provide editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.
Provide the Head of Support Services with necessary project analysis reports and information to support areas relevant to the project management team (i.e. Locally Managed Direct Costs projections etc.).
Coordinate and oversee the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

4. Stakeholder engagement

Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
Enable the formulation of programme and project communications plans.
Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.
Coordinate internal programme/project communications.
Monitor the effectiveness of programme/project communications.

5. Quality assurance

Work with internal audit and finance to ensure the programme complies with audit requirements.
Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.
Ensure compliance with UNOPS defined standards for programme/project management.
Coordinate quality reviews of programme/project documents and deliverables.
Provide quality control for management products (project documents, reports, etc.).
Represent the Head of Programme in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation.

6. Knowledge management and innovation

Act as a focal point for the South Sudan Country Office maturity enhancement initiatives, using the P3M3 as a baseline.
Ensure routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of national staff.
Participate in, and advocate PMs' participation in, relevant Communities of Practice.
Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System.
Provides feedback to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies.
Contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

7. Personnel Management

Exercise control of all staffing issues within the PMO team including recruitment, on-boarding and staff performance reviews.
Directly contributes to the development and maintenance of budget and resource availability tables in conjunction with project managers and relevant project staff.
Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.
Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Impact of Results
The Project Management Office (PMO) - Specialist directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduced risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Education

PhD or Master’s Degree in Project Management, Monitoring and Evaluation, B...

Languages

Full working knowledge of English is essential.

Experience

A minimum of 5 years of relevant work experience in the field of Project Managem...

Competencies

Develops and implements sustainable business strategies, thinks long term and ex...

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

Background Information - UNOPS

UNOPS supports the successful implementation of its partners peacebuilding, huma...

This vacancy is closed.

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UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

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