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Stakeholder Management:
● Keep abreast of and assess the needs of the relevant national government, of the Donors and other UNOPS partners operating in the country, to identify and plan with them areas for leveraging UNOPS services/competencies in project service delivery and management that will facilitate their achievement of sustainable results.
● Build and strengthen strategic partnerships through active networking, advocacy, and effective communication of UNOPS competencies in project service delivery and management, to develop opportunities and engagements with new partners.
● Keep the Multi-Country Office Director informed/advised on opportunities and/or challenges to strengthen UNOPS capacity for programme/project management and business development.
● Establish a solid working relationship with the project board (Executive, Senior Users, and Senior Suppliers), client, donors and key stakeholders
● Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover of 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/ EMCO Director and the project(s)
Delivery and Performance:
● Monitor and oversee programme/project implementation, review progress, assess constraints, and take corrective action, ensuring early warning of risks to the Multi-Country Office, for action and/or intervention.
● Take responsibility for financial decisions/exercise financial control to ensure the fiscal health/sustainability of the Project Office, including submitting financial reports to the Multi-Country Office Director.
● Support development of updated annual work plans to be agreed and approved by the SMT, the Programme Steering Committee and donors; and ensure that all stakeholders are clear on planned activities (version control, knowledge management, etc.);
● Monitor, track and control expenditures and supervise all financial services (accounting, cash management, payments etc.) ensuring optimum and appropriate use of resources and compliance with standards of accountability and performance.
● In line with the provisions of the framework, periodically (and regularly) assess the risk environment and update the risk matrix and tracker accordingly;
● Define appropriate risk mitigation strategies and work with the Supervisor and other team members to ensure risks are effectively mitigated and managed.
● Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into the project life cycle.
● Manage the production of the required products, taking responsibility for overall progress and use of resources, and initiate corrective action where necessary
● Advise the Project Board and OC Manager of any deviations from the plan
● Manage and review product quality and ensure products are accepted
● Monitor and evaluate the performance of service providers
● Identify and report threats to UNOPS internal business case to a supervisor
Representation and inter-agency partnership
● Participate, as delegated by the Multi-Country Office Director, in inter-agency and external meetings/bodies to contribute to the harmonization of policies, practices and approaches within the UN System.
● Participate in any UN Country Team meetings or interagency management groups to contribute to discussions and initiatives to strengthen coherence, inclusiveness, aid effectiveness and security measures.
● Keep the UN Resident Coordinator informed of UNOPS activities within Djibouti through regular communication and formal reporting on business acquisition and implementation of activities led by UNOPS.
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.
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 practices 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 behavioral 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 the workplace
III. Champion and communicate the 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 the 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 process 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.
Additional Requirements:
Monitoring and Progress Controls
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.
Additional Requirements:
Relevant Project reporting based
● EU Reporting requirements
● UNOPS internal Project Assurance reports
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