The Project Manager is
responsible to produce/read the project initiation docume...
The Project Manager is
responsible to produce/read the project initiation documents (PID), Legal
Agreement and have a thorough understanding of the terms, conditions, and the
respective roles and responsibilities of the partners/stakeholders to ensure
the project products are capable of meeting the business cases for both UNOPS
and the client. Success of the project and hence Project Manager will be based
on the Success Criteria of UNOPS engagements which are linked to the below
responsibilities.
S/he must be able to
apply, with some degree of autonomy,
the below duties and responsibilities of the project success criteria:
Stakeholder
Management:
- Establish solid working relationship with the project
board (Executive, Senior Users and Senior Suppliers), client and key
stakeholders
- Manage communications and ensure stakeholders are
aware of project activities, progress, exceptions and are in a position to
accept handover products
- Advise the client 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 Project
Board/OC Director and the project
Delivery
and Performance:
- Develop and maintain project plans
- 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 Director 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
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:
- Highlight Reports
- End Stage Reports
- Operational Closure
Checklist
- End Project Report
- Handover Report
- Maintain the following: i. Electronic Blue File; ii.
Procurement, HR and Finance files as required by those practices 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 project management team
- 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
- 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 and Principles:
- Understand and respect UNOPS sustainability principles
I.
Look for ways to
embed UNOPS sustainability principles in day to day project management
II.
Seek opportunities
to champion gender equality at work place
III.
Champion and
communicate project’s sustainability aspects with key stakeholders
- 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
- Partnerships and Coordination Understand the UN
Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the
UN system
iv.
Strive to build
strong partnerships and effective coordination among relevant project actors
(e.g. United Nations, governments, and non-governmental organizations or other
relevant partners)
- Accountability for results and the use of resources
v.
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 with a supervisor
vi.
Contribute to
innovation and the adaptation of best practice standards of sustainability and
quality.