Project Manager is responsible for the day-to-day operations
of the project(s) and provides services to the different donors, partners and
beneficiaries. Project Manager acts on behalf of the Project Board to manage
the project on an ongoing basis during the Implementation Stage. The main
responsibility of a Project Manager is to ensure that the project outputs are
delivered within the specified project tolerances of time, cost, quality,
scope, risk and benefits. He/she is expected to meet the organization’s
performance and delivery goals.
Project Manager has the authority to assign, as per the
Project Plan, work packages to Team Managers and approve deliverables produced
by them.
Project Manager is responsible for creating the Implementation
Plan, using the Project Initiation Document (PID), Legal Agreement and having a
thorough understanding of the terms, conditions, and the respective roles and
responsibilities of the partners/stakeholders, to ensure the project(s) outputs
are capable of meeting the business cases for both UNOPS and the partner(s).
Success of the project(s) and hence of the Project Manager will be based on the
defined Success Criteria.
Summary of functions:
- Project Delivery and Performance
- Procedures
- Monitoring and reporting
- Stakeholder engagement
- Quality assurance
- Knowledge management and
innovation
- Personnel management
1. Project
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 the project’s 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 and manage the design and delivery of civil works, including
design reviews of in-house and or outsource designs.
● Analyse
structural designs and renovation works recommendations.
● Liaise
with design review teams and confirm obtaining design review certificates
before procurement begins
● Where
necessary, Advise the Project Board, AFOC Director and HOP 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 the performance of in-house teams and service providers
● Identify
and report potential business opportunities for UNOPS to his/her supervisor
● Identify
and report threats to UNOPS internal business case to a supervisor
2. Procedures
Follow the Project Management Cycle instructions and
ensure 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.
iii. Design
& Delivery documents/ files where required
● Ensure
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 PM 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.
3. Monitoring
and reporting
● Prepare
and issue regular project and/or financial reports in accordance with Partner
and UNOPS requirements for reporting.
● Regularly
review project status, evaluating performance criteria (scope, cost, schedule
and quality).
● Maintain
diaries and progress reports as required by the organization’s standard
procedures.
● Provide
routine oversight and analysis of delivery data within the dashboard system.
● Ensure
all project team members track and regularly update milestones and targets for
the duration of projects' life span
4. Stakeholder
engagement
● Reporting
to the Program Manager/ Head of Programme (HOP), establish a 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/AFOC Director and the project
5. Quality
assurance
● Work
with internal stakeholders to ensure projects comply with audit requirements
● Work with
procurement/purchasing staff to ensure effective interface with suppliers'
quality systems
● Coordinate
quality reviews of project documents and deliverables
● Provide
quality control for management outputs (project documents, reports, etc.)
6. Knowledge
management and innovation
● 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.
7. Personnel
Management
● Lead and
motivate the design and project delivery 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 AFOC Director
● Have a
thorough understanding of UNOPS personnel contract modalities (including ICA
and Staff).
● Select, recruit and train the team as
required by the project plan.
● 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.
IV. Impact of Results
Project Manager directly impacts on achievement of
project results by adhering to project management methods and strategies,
reducing risks, cutting costs and improving success rates. This consequently reinforces the visibility
and image of UNOPS as an effective
service provider in project services and management and strengthens its
competitive position as a partner of choice in sustainable development and
project services.