The functions/responsibilities/key results of this job description are generic a...
The functions/responsibilities/key results of this job description are generic and may not always be applicable, nor be comprehensive, for all missions. The specific tasks and deliverables for each assignment may vary and will be detailed in the terms of reference developed for each assignment by the requesting office/unit.
Summary of Key Functions:
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Primary: PM and Infrastructure hands-on support and implementation to projects and field offices -with travel and sometimes remotely.
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Secondary: Support to IPAS PMI - PM & infrastructure advice and support to field offices.
Primary responsibilities:
While on assignment in a country office, the PMI Specialist will report to the Head of Programme (HoP) or another senior position in the country office. The incumbent is expected to provide temporary project management support to ongoing or start-up projects, following UNOPS policies and guidelines. In their role, they will advise the country office on project management capacity, quality and progress related issues, and highlight operational and compliance challenges to projects and field offices whilst tailoring appropriate mitigation approaches. The findings will be addressed in a mission report.
He/she will be assigned specific tasks within the areas of responsibilities of a UNOPS Project Manager, these are:
1-Project Delivery and Performance
2-Procedures
3-Monitoring and reporting
4-Stakeholder engagement
5-Quality assurance
6-Personnel management
These areas include the following tasks:
1-Project Delivery and Performance
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Develop, complete and update implementation plan(s) (If applicable);
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Work with other project personnel and the HoP to identify, and anticipate in a timely manner, potential risks and issues whilst advising appropriate mitigating measures;
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Support with the overview of project progress, delivery of the required outputs and allocate 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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Support the HoP to identify project milestones, manage acceptance and delivery as well as changes of work packages;
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Ensure that proper Health & Safety standards are being implemented at all project sites and work with the contractor on relevant risk mitigation measures (if applicable);
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Monitor project progress ensuring that work packages are being executed properly;
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Provide technical support to the management of contractor(s) including the certification of progress payments, programme accomplishment and other as required by the Employer’s Representative within UNOPS works contracts (If applicable).
2-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 as required and for approval by the Project Board;
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Ensure maintenance of the project files and lessons learned are recorded;
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Support the HoP and other project personnel with the overall management of project budget, cash flow and obligations to ensure that deliverables are met.
3-Monitoring and reporting
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Prepare relevant project progress reports in accordance with agreed requirements for reporting;
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Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality);
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Monitor and review progress reports, issues and lessons learned as required by the organization’s standard procedures;
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Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span.
4-Stakeholder engagement
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Establish solid working relationships with the project and field office personnel including Project Board and key stakeholders if relevant;
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Support with the formulation of project communications plans;
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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.
5-Quality assurance
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Work with internal stakeholders to ensure projects comply with audit requirements;
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Support quality reviews of project documents and deliverables as well as internal Quarterly Assurance processes;
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Provide support to quality control for management outputs (project documents, reports, etc.).
6-Personnel management
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Provide overall supervision to the project management team;
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Select, recruit and train personnel 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, harassment, sexual harassment 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.
Secondary responsibilities:
When not on assignment, ensures efficient support to IPAS PMI, focusing on advising the field on:
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Act as a surge capacity for IPAS PMI in the delivery of dedicated support to field colleagues as well as in tailoring specific solutions to complex / high risk challenges;
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Support capacity building efforts working with other IPAS PMI colleagues in the development and delivery of tailored learning sessions;
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Contribute to proactive risk management by identifying and capturing critical risks and support field offices and projects in mitigating such risks and support to field offices and projects;
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Provide consistent support on the application, interpretation and adoption of corporate policies, methodologies, guidance and processes related to UNOPS infrastructure; and how to embed best practices in infrastructure project and programme management, with an emphasis on risk management;
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Actively support IPAS PMI in the development of and sharing of knowledge by leveraging from the field exposure, capturing case studies and lessons learned and contribute to the identification of appropriate improvements by making recommendations on policy, guidance and tools;
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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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Undertake other related tasks as deemed necessary by the IPAS PMI Team Leader.