The Project Manager is responsible for the
day-to-day operations of the project(s) and provides services to the different
donors, partners and beneficiaries.
He/she is expected to meet and exceed the organizations performance and
delivery goals.
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 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: if
applicable
- 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
Advisory and Technical
Provide technical advisory and oversight services to ensure that safety and
security is a core
component of all programmes at the duty station and that appropriate funding is
provided based on
actual needs.
Operations
- Review all new project proposals
from a security perspective and provide comments and proposals to ensure security concerns are addressed.
Conduct field assessments if deemed necessary.
- Maintain close relations with
UNDSS and provide information and support on issues related to UNOPS.
- Develop, adapt, and implement
security policies, protocols and procedures for local conditions, consistent
with UN security frameworks.
- Oversee the annual security work
plan including budget for all aspects of office security including full compliance
with UN security management policies, procedures and guidelines; including:
o Training
o Fire Safety
o Implementation of mandatory security mitigation measures
o Conducting SRMfor office and accommodation
- Revise and update the office
Business Continuity Plan
Review security arrangements for all operations, maintaining relevant
instructions, such as security and evacuation plans for ready access by all
parties;
- Responsible for the evacuation of UNOPS staff members,
designated personnel, and dependents, managing the implementation of UNDSS and
UNOPS evacuation and extrication policies, and assuming leadership in all
emergencies.
- Develop mechanism for reporting
all security related incidents that may have an impact on UNOPS projects or
programmes.
- Ensure staff adherence to, and compliance with, the
various UNDSS advisories, in particular: directions related to warden systems;
mandatory mitigation measures); residential security management (SRM), etc.
- Liaise with the local government
security organizations and assess information on security and safety matters
that might affect UNOPS personnel and programmes located in various areas in the
country and provide analysis of security-related information obtained.
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
●
Excellence
i. Contribute to innovation and the adaptation of best
practice standards of sustainability and quality.
General:
Ensure that the project(s) produces 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. Contribute to the
overall business targets and needs.