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.
●
Analyze 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, Country Manager, Hub 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/Country Manager/Hub
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.
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Incorporate lessons learned from others as per planning format.
7.
Personnel Management
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Lead and motivate the design and project delivery team.
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Ensure that behavioral expectations of team members are established.
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Ensure that performance reviews are conducted.
●
Identify outstanding staff and bring them to the attention of the Country
Manager/Hub 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.