Under the supervision of the Head of Projects, the Capacity Enhancement Project ...
Under the supervision of the Head of Projects, the Capacity Enhancement Project Manager is responsible to produce/read the CE Project documents, donor contribution and financial agreements, 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 fit-for-purpose and meet the Donor’s and GOI’s expectations. The CE project manager is expected to manage all aspects of capacity enhancement engagements, recognizing the challenge to set firm deadlines as these often depend on the counterparts. S/he must be able to apply, independently, the below duties and responsibilities of the project success criteria:
Stakeholder Management:
- Establish solid working relationship with with the UNMAS Iraq Programme Management, relevant key Government of Iraq central and local level authorities, the donor(s) and other key stakeholders, such as the Ministry of Defense, Ministry of Interior, Ministry of Health and Environment, Prime Minister’s Office – National Operations Center and Joint Coordination and Monitoring Center, National Security Adviser, the International Coalition Task Force, and the international community present in Iraq;
- Maintain an understanding of Iraqi govt. structure;
- Engage and follow-up on security sector reform processes as it pertains to explosive hazards;
- Manage communications and ensure all stakeholders are aware of CE project activities, progress, exceptions and are in a position to accept handover products;
- Advise the UNMAS Senior management and Donor 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 UNMAS senior management , GOI counterparts and authorities.
Delivery and Performance:
- Develop and maintain project plans based on assessment of the current capacities and capacity of the Iraqi Directorate of Mine Action (DMA) in its functional regional offices;
- 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 OC Manager 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
- Review of the relevant policies, legislative requirements and local documentation, to update and consolidate into usable document;
- Development of a strategic capacity development plan and multi-year work plan in partnership with UNMAS and the DMA;
- Development of planning, managing and implementing training plans and initiatives for the Ministry of Interior, police training component;
- Provide oversight and technical guidance to the Training Officers and carry out Quality Assurance of training delivery;
- Develop comprehensive and technically adequate concept notes on topics requested for by DMA and approved by UNMAS in terms of availability of resources, existing capacity and stakeholder expectations;
- Support DMA's coordination responsibilities in Iraq and related support and management functions in its HQ office in Baghdad;
- Support the UNMAS Iraq program team in developing systems processes and operational procedures for all aspects of assistance to DMA;
- Implement approved project plans (including the establishment of milestones) within tolerances set by the UNMAS Iraq senior management;
- Support experts involved in project implementation in the development of methodological materials and training packages, and provide oversight to the technical personnel supporting MoI training;
- Coordinate and provide the training component for the UN SSAFE courses in Iraq;
- Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life cycle;
- Advise the UNMAS Iraq Head Of Projects and Senior management of any deviations from the plan;
- Identify and manage risks in cooperation with the management so that maximum benefit to client and stakeholders is achieved. Inform management of potential threats to the Project;
- Identify and report potential further development and enhancement opportunities for UNMAS Iraq to the Head of Projects.
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:
i. Highlight Reports
ii. End Stage Reports
iii. Operational Closure Checklist
iv. End Project Report
v. Handover Report
- Maintain the project management files as per OD12.
- 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 CE project management team, and identify outstanding staff and bring them to the attention of the UNMAS Iraq Programme management;
- Ensure that behavioural expectations of team members are established
- Ensure that performance reviews are conducted
- Identify outstanding staff and bring them to the attention of the OC Director
- Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff)
- Select, recruit and train team as required by project plans and identified needs and opportunities;
- 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
Core Values:
• Understand and Respect National ownership and capacity
i. Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans
ii. Seek opportunities to recruit qualified local staff
iii. Look for ways to build capacity of local counterparts
• Harmonization within the UN and beyond
i. Understand the UN Development Assistance Framework (UNDAF) and UNOPS; the project’s place in the UN system
ii. Know the Millennium Development Goals (MDGs) and seek to contribute within the deliverables of the project
• Service to Others
i. As the project is representative of the United Nations it should be firmly rooted in the principle of service to others. This should be considered carefully in the development of project plans
• Accountability for results and the use of resources
i. The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes is not in line with this, it is the responsibility of the PM to raise the issue to a supervisor
Monitoring and Project Controls
Ensure that the CE project produces the change in Government of Iraq (GoI) ability to manage, regulate and coordinate a response to explosives hazards as per the concept of operation, project and donor documentation, with specified tolerances regarding of time, cost, quality, scope, risk and benefits. The Project Manager is responsible for:
- Capture and report on outcomes related to CE;
- Maintain up-to-date statistics on CE achievements and ensure information has been captured by relevant govt. databases;
- Provide input and photos for newsletters, communications and digital media to raise the profile of the portfolio of work;
- Draft relevant sections for donor and ad hoc reports.