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(s) products
are capable of meeting the business cases for both UNOPS and the client.
Success of the Project(s) and hence Project Manager will be based on the
Success Criteria of UNOPS engagements which are linked to the below
responsibilities. The duties and
responsibilities of the Project Manager Level 3 are similar to that of the
Project Manager Level 4, with the difference in grades being determined by the
project(s) level, complexity and level of responsibility of the specific
position. A project manager at this level would normally be responsible for one
or more UNOPS Level 3 project. A project manager at this level would likely be
expected to manage one or more complex and risky projects. The project(s) would
rely on a number of external suppliers for its successful delivery and would be
working with firm deadlines. The project manager is responsible for all aspects
of the project life cycle. 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 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(s)
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
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
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 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
i.
Understand the UN
Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the
UN system
ii.
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
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
i.
Contribute to innovation
and the adaptation of best practice standards of sustainability and quality.
3. Monitoring and Progress
Controls
Ensure that the project(s) produces the required products within the
specified tolerance of time, cost, quality, scope, risk and benefits.
Ensure adequate reporting
The Project Manager is also responsible for the project producing a
result capable of achieving the benefits defined in the Business Case.
Contribute to the overall business targets and needs.