Head of Office

Job categories Leadership

Vacancy code VA/2025/B5116/30131

Level ICS-11

Department/office ECR, UAMCO, Ukraine MCO

Duty station Warsaw, Poland

Contract type International ICA

Contract level IICA-3

Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

Application period 07-May-2025 to 28-May-2025

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.

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Background Information - Job-specific

On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country's infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.

Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.

UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals.

The UNOPS Office in Poland, operating under the auspices of the UNOPS Ukraine Multi-Country Office in partnership with the UN Global Compact Network Poland, will aim to support Ukraine's recovery and reconstruction efforts. This will be achieved through leveraging contributions from the Polish government and private sector, including in-kind donations to deliver building materials, specialized equipment and other goods to Ukraine with a focus on Building Back Better. Furthermore, the UNOPS Office in Poland will facilitate Ukraine's journey towards European Union accession by drawing upon the valuable experiences of Poland's own EU integration and Membership.

The Head of Office in Warsaw will be the most senior UNOPS presence in Poland and will play a critical role in shaping, leading, and managing the operational footprint, in close coordination with the MCO Director and relevant units. This presence will support strategic engagement with Polish institutions, private sector actors, and donors, to channel knowledge, resources, and support to Ukraine and the wider region.

Job-Specific Background

Under the oversight of the UAMCO Director, and the UAMCO Head of Programme on programmatic matters, and in coordination with the UAMCO Head of Support Services regarding operational issues, the incumbent will provide leadership, strategic direction and promote best practice in the performance and delivery of the programme. S/he leads the portfolio/programme/project teams to ensure delivery as per the respective legal agreements, Project Board/Steering Committee guidance and UNOPS’ legislative framework, including project success criteria.

Functional Responsibilities

Please note that the title in the contract for this position will be Senior...

Please note that the title in the contract for this position will be Senior Programme Manager.

Stakeholder management
Programme Management
Procedures
Monitoring and Reporting
Knowledge Building and Knowledge Sharing
Personnel Management and Leadership

1. Stakeholder Management

Establish a solid working relationship with the Project Board/Steering Committee, current and potential partners and other key stakeholders to ensure effective delivery, as well as partner and issue/risk management.
Manage the programmes’/projects’ communications and ensure stakeholders are aware of the programme activities, progress, exceptions.
Advise the partners on issues that may impact the achievement of their outcomes and outputs.
Manage the information flows between the Project Board/Steering Committee, MCO Director as the Engagement Authority, and Head of Programme as the Project Executive, as well as UNOPS’ respective portfolio/programme/project teams.
Represent UNOPS at external events and meetings, and act as a focal point with respective national authorities, donors, UN partners and other stakeholders, in the respective portfolio/programme/project areas of focus, and as assigned by the MCO Director.
Support the MCO Director in developing and maintaining high-level relationships with Polish government counterparts, international financial institutions, private sector actors, and UN partners in Poland.

2. Programme management

Implement approved programme/project plans (including the establishment of milestones) within tolerances set by the Project Board/Steering Committee.
Advise and be guided by the Project Board/Steering Committee periodically on matters including delivery progress and outputs, as well as financial operations such as budgets, cash flow and expenditure.
Manage delivery of the programmes’/projects’ outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
Manage the programmes/projects to ensure performance in the areas of finance (budget/cash flow/expenditure), work planning and resource mobilization, monitoring and evaluation (M&E), programmatic/administrative (including audit results) and procurement operations.
Ensure that projects implemented out of the Poland office are aligned with the priorities of the Ukraine Multi-Country Office and reflect UNOPS policies on results-based management, gender equality, and risk-informed planning.
Authorize, monitor and control work packages to be delivered by the UNOPS team or by implementing partners.
Advise the Project Board and MCO management of deviations that have or will exceed set tolerances as approved in the respective plans.
Identify and manage issues and risks so that maximum benefit to clients and stakeholders is achieved.
Monitor and evaluate the performance of service providers from a fiduciary and contract management perspective.
Control risks to UNOPS’ internal business case and take corrective actions.
Represent UNOPS at programme/project related working level meetings on a periodic basis in order to discuss key issues and propose solutions to fiduciary and operational challenges that arise.
Ensure that mainstreaming of principles of human rights, conflict sensitivity, gender equity, and accountability, ‘doing no harm’ and aid effectiveness in all activities associated with the programme.

3. Procedures

On behalf of UNOPS, lead the development of the respective implementation plans for approval by the Project Board/Steering Committee, in full adherence with UNOPS’ project management manual.
In consultation with the MCO HoSS, ensure compliance with UNOPS organizational policy, including UNOPS’ Financial Regulations and Rules.
Ensure all reporting requirements as per legal agreement as well as ensuring internal UNOPS rules are met.
Maintain critical programme records/documents on the UNOPS Google Shared Drives (online audit/record retention folder).
Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors, grantees/ implementing partners and personnel are received on time.
Understand and manage UNOPS policy and related corporate charges as they apply to the Programme.
Ensure supplier and/or implementing partner capacity is commensurate with funding requirements.
Develop an understanding of the structure and approaches of the UN and manage operations and finances under the respective programmes/projects accordingly.
Manage and remain accountable for expenditures against the approved plans and budgets (based on accurate financial reports).
Ensure appropriate measures have been documented in the respective closure plans to facilitate the transition of operations in the final stage of delivery.

4. Monitoring and reporting

Establish and continuously implement solid reporting mechanisms in the programmes/projects against set targets and indicators.
Prepare and issue regular reports by coordinating the work of the respective teams in accordance with the funding partner and UNOPS requirements for reporting.
Regularly review programmes’/projects’ status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain progress and highlight reports as required by the organization’s standard procedures.
Provide routine oversight and analysis of delivery data.
Ensure all team members track and regularly update milestones and targets.
Coordinate quality reviews of programme documents and deliverables.
Provide quality control for management outputs (documents, reports, etc.)

5. Knowledge building and knowledge sharing

Establish a framework for monitoring, learning and knowledge management under the respective programmes/projects that is aligned to the country context.
Build and share knowledge with regards to the development and implementation of the programmes/projects, synthesis of lessons learnt/best practices, and sound contributions to UNOPS Communities of Practice and knowledge management initiatives.
Provide technical guidance and on-the-job training to ensure work standards are achieved, both in terms of quality and quantity of inputs/outputs processed.
Support UNOPS’/AUMCO’s efforts in becoming a center of excellence for infrastructure, procurement, project and fund management, particularly in Poland

6. Personnel management and leadership

Plan, recruit, manage and develop portfolio/programme/project personnel with the skills and competencies needed to ensure optimum performance and encourage the formation of diverse teams.
Promote teamwork, collaboration and diversity by providing the portfolio/programme/project teams with clear direction, objectives and guidance to enable them to perform their duties responsibly, effectively and efficiently.
Ensure principles of human rights, gender equity, peace, voice and accountability, ‘doing no harm’ and aid effectiveness in all activities.
Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, 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.
Continuous assessment of the performance and effectiveness of the portfolio/programme/project implementation, recommending changes and/or corrective actions in the team structure and/or financial operations to enhance and maintain effectiveness in the changing environment.

Education/Experience/Language requirements

Education: Master’s degree in civil engineering, architecture, ...

Education:

Master’s degree in civil engineering, architecture, project management, public administration, social sciences or other relevant related field that allows cross-sectoral thinking is required.
A relevant university degree (bachelor’s degree / first level) with a combination of 2 additional years of relevant professional experience may be accepted in lieu of the advanced university degree.

Experience:

Minimum of 7 years of proven experience that combines strategic and managerial leadership in international development, including programme or project planning, management and operations.
Minimum of 5 years’ experience in the UN system or similar organization, preferably, with a development policy focus.
Demonstrated knowledge of bilateral and multilateral development cooperation modalities, especially about financial cooperation instruments involving international financial institutions is required.
Experience working on programme or project management in a UN organization or a similar international organization, preferably in UNOPS, will be considered a strong asset.
Expertise in projects or programmes involving health systems strengthening, procurement of biomedical equipment and supplies, and/or construction and rehabilitation of medical facilities, are highly desired.
Work experience in ECR Region and a good understanding of the sub-regional context will be considered a significant advantage.

Certifications:

Prince2, IPMA or PMP-PMI project management certification would be considered a significant asset. The incumbent will also be required to complete the relevant UNOPS project management courses within 6 months after appointment.

Language Requirements:

Excellent (written and oral) English language skills are required.
Working knowledge of Polish and/or Ukrainian is an advantage.

Please note that the title in the contract for this position will be Senior Programme Manager.

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.

Contract type, level and duration

Contract type: International ICA Contract level: International ICA 3, ...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

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.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.