Purpose and Scope of Assignment
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 the Project Manager will be based on the
Success Criteria of UNOPS engagements which are linked to the below
responsibilities. A project manager at
this level would normally be responsible for one or more UNOPS Level 2 project(s).
A project manager at this level would likely be expected to manage a mid-sized
project with mid-level risk or complexity. The project would rely on a number
of external suppliers for its successful delivery, managing tight timeline with
some flexibility. The Project Manager is responsible for all aspects of the
project life cycle. 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(s)
- Keep an
open and effective direct channel with end beneficiaries and communities, to
ensure ownership, understanding and manage expectations
- Liaise
with the Ministry of Public Works and Housing and keep smooth communication and
understanding of project development, in order to gain and ensure their support
throughout the project period
- Participate
to Gaza Shelter Cluster fora and working-group, as relevant to the strategic
development of the project and broader UNOPS’ vision
- Participate
to coordination and liaison activities established among humanitarian and
development actors (i.e. OCHA, ICCG)
Delivery and Performance:
- Develop
and maintain project plans
- Implement
approved project plans (including the establishment of milestones) within
tolerances set by the project board
- Closely
monitor project implementation to timely identify risks and issues and promptly
suggest correctional measures
- 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
- Provide
clear guidance in developing project’s
SoPs (technical and operational) inherited from the Phase-I.
- Liaise
with any external suppliers or account managers
- Authorize
Work Packages
- Advise the
Project Board and the Head of Programme 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 ,
report and engage in the development of potential business opportunities for
UNOPS to supervisor
- Identify
and report threats to UNOPS internal business case to supervisor with
alternative solutions and scenarios
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)
- Project
Manager will be given a Level-1 of Procurement Delegation of Authority for the
signing of contract with beneficiaries subject to the approval by the UNOPS HQs.
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
- Constantly
collect evident-based information and data to maintain client abreast and aware
of development and operational lessons learned, so to update and adapt project
as need all along
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
- Ensure setting
Development Plan and activities for his/her supervisee(s) and following-up
- 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
i.
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 with a supervisor
i.
Contribute
to innovation and the adaptation of best practice standards of sustainability
and quality.
3. Monitoring and Progress Controls
General:
Ensure
that the project(s) produce(s) the required products within the specified
tolerance of time, cost, quality, scope, risk and benefits. The Project Manager
is also responsible for the project producing a result capable of achieving the
benefits defined in the Business Case(s). Contribute to the overall business
targets and needs.
- Facilitate
the joint design of Monitoring and Progress Control plan together with
implementing partner
- Approve
and lead the Monitoring and Progress Control activities throughout all project
implementation
- Conduct
regular field visits to relevant locations of project implementation (i.e.:
construction sites, community groups, beneficiaries households, municipalities,
etc.) for Monitoring and Progress Control purposes
- Set-up a
well-structured and efficient multilayer monitoring control system covering all
technical, operational and financial aspects
- Ensure
transparency and accountability towards beneficiaries through the management
and implementation of project Complaint Mechanism
- Ensure
external project website is updated, complete and relevant for reliable
progress monitoring and real-time data available to the broader public
- Maintain
the internal project monitoring system (SBM) to ensure upgrade request and
modification are timely identified and implemented by the IT team
- Lead and
monitor the Project Final Evaluation