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.
A Project Manager at this level would likely be
expected to manage a small or less complex project or work package delivering a
limited number of products. The duties
and responsibilities of the Project Manager Level 1 are similar to that of the
Project Manager Level 2, with the difference in grades being determined by the
project level, complexity and level of responsibility of the specific
position. A Project Manager at this
level would normally be responsible for a UNOPS Level 1 project.
This project pertains to vertical and
horizontal infrastructures, e.g. construction of above ground water
reservoirs, and drilling of tube wells, installation of pumps, and piping, in
addition to capacity development activities. There is also baseline/endline
assessment to manage and deliver.
The Project Manager is responsible for all
aspects of the project life cycle. S/he must be able to apply, with directions,
the below duties and responsibilities of the project success criteria:
General:
Ensure that the project 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.
Under the overall
supervision of the UNOPS Head of Programme:
- Review and update the work plan for effective implementation of the
project;
- Review and provide inputs to water and sanitation designs for schools
and healthcare centers;
- Carry out technical supervision of the design activities and
construction works for the project in coordination with IPMG Copenhagen and the
main contractor;
- Support development, planning and implementation of activities aiming at
improving sustainability of hygiene education and operation and maintenance of
WASH facilities.
- Support project management works with stakeholders and partners (NGOs,
private consultants, and contracting companies);
- Assist in determining capacity gaps and support capacity development of
government and/or non-governmental partners in close coordination with the
donor;
- Review and provide inputs on WASH programme related M&E activities
to track progress and evaluate results. Consultant will work on methodology for
baseline studies, monitoring tools, technical assessments for WASH
infrastructure and hygiene practices at the community level;
- Facilitate project closure, handover, and manage quarterly reporting to
the donor.
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/UNOPS Afghanistan Office PMO and the project
Delivery
and Performance:
●
Implement approved project plans
(including the establishment of milestones) within tolerances set by the
project board
●
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 the
supervisors (Head of Programme or delegate), PMO 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 the concerned sections
●
Identify and report threats to UNOPS
internal business case to the 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 expenditures 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.
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 Head of Programme or its delegates.
●
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
Financial Resources Management
●
Ensure integrity of financial systems, review of budget
requirements and the consistent application of rules and regulations
●
Proper planning, expenditures tracking and audit of
financial resources in accordance with UNOPS Financial Rules and Regulations
●
Organization and oversight of project cash management
processes, including liquidity management, timely accounting and reconciliation
of all transactions, security for cash assets on site
●
Routine monitoring of financial exception reports for all
activities and transactions, and ensure that burn rate is in accordance with
the project budget and forecast; oversee and place internal control mechanisms
to avoid over-expenditures
Procurement and Logistical Services
Management
●
Compliance with UN/UNOPS rules and regulations in the field
and management of the procurement strategies including sourcing strategy,
supplier selection and evaluation, quality management, customer relationship
management, e-procurement promotion and introduction, performance measurement
●
Management of the contract strategy including tendering
processes and evaluation, managing the contract and contractor, as well as
legal implications. Oversight of procurement processes and logistical services
in accordance with UNOPS rules and regulations
●
Establish procurement procedures for deployment of the
equipment as stipulated in the project agreement (vehicles, computers and other
equipment as described therein).
●
Ensure proper management of project assets, facilities and
logistical services.
●
Provide integrated administrative support to staff and
service providers in terms of premises, maintenance, logistics, office space,
equipment, supplies, contract processing, reporting and control;
●
Support the procurement activities covering search of
potential suppliers; prepare request for quotation, draft bidding
documentation, prepare evaluation charts; participate in meetings with service
providers, and advise on selection of suitable suppliers; prepare request for
contract and liaise with UNOPS staff on the issuance of contract; ensure
delivery of goods and services; maintain roster of suppliers, inventory and
follow-up on the status of payment of goods and services procured as per
approved contracts;
●
Perform security check at office level, ensure proper functioning
of fire alarm, provide first aid and undertake precautionary measures as
required under civil responsibility.
●
Provide assistance in the maintenance of the office,
assembling of new equipment, proper cable connection, locate areas requiring
repairs and perform related tasks or liaise with service providers where
necessary
3.
Monitoring and Progress Controls
●
Timely and accurate reporting to donors and clients on
project progress;
●
Timely administration of project agreements including budget
adjustments, amendments and official correspondence with donors and clients;
●
Development of harmonized monitoring, evaluation and
reporting tools and procedures
Summary of Technical Requirements:
●
Manage project commitments, ensure effective application of project
management tools, and monitor achievement of results and other benchmarks
●
Manage contractors’ performance while ensuring full compliance with the terms of contract
and advising the contractors on best practices to overcome constraints
●
Ensure timely preparation and submittal of comprehensive project reports
on a regular basis or as may be requested on an ad-hoc basis by the supervisors
and/or project stakeholders
●
Ensure the effective and accurate archiving of project material in
accordance with the UNOPS Records Retention Policy
●
Ensure effective management and operations of UNOPS site office,
supervision and oversight of UNOPS national field staff
●
Ensure effective coordination of
project activities with all project stakeholders, including the Donor,
Clients (government counterparts) and local communities
●
Mitigate environmental, heritage and cultural impacts related to the project implementation activities
●
In consultation with the subject matter experts and HQ
Infrastructure and Project management practices, review and approve detailed
design(s) for infrastructure construction in accordance with the applicable
standards
●
Review all surveys, field investigations, designs, drawings
and specifications, recommending required changes needed to provide more
cost-effective solutions
●
Administer, assess and, where appropriate, make
recommendations on applications for extensions of time, claims for additional
payment and other contractual disputes
●
Issue site instructions, variation orders, provisional sum
orders and day work orders as appropriate and in consultation with the
supervisors
●
Provide substantial advice and
assistance in land acquisition and resettlement activities undertaken by the
Government and the provincial authorities, and submit monthly progress reports.
Ensure any communications and grievances raised by those affected are promptly
addressed and conveyed to the relevant authorities.
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 Sustainable Development Goals (SDGs) 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 the supervisor