Project Management Office (PMO) Specialist

Organisational Context:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. 

Diversity

With over 5,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

His/her duties include:

• Ensure that the proposed projects, as well as their documents, results frameworks, initiation plans, work plans, etc. are developed and planned effectively, in line with UNOPS’ mandate and GHMCO strategy. 

• Coordinate and collaborate with relevant stakeholders within the MCO and HQ, to ensure aligned and coherent programme and project planning and implementation processes.

• Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents. 

• Draft and/or review donor agreements and other project documents required for the signature and implementation of new projects.

• Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the [OC/Hub/PC].

• Develops and establishes resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the GHMCO

• Contribute to and support the development and articulation of the MCO programme management, delivery and monitoring strategies and approaches, as well as the appropriate project documents and agreements.

• Oversee and support the start up of new infrastructure projects; in the absence of a PM, lead the startup of infrastructure projects including the recruitment of the project team and preliminary activities.

• Facilitate the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.

• Develop, track and maintain dependencies in GHMCO’s project portfolio.

• Oversee and coordinate all project closure activities for infrastructure projects, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Notification Periods (DNPs), updating of information on oU Projects, and effective handover of closed projects to UNOPS HQ for financial closure processes

• Facilitate and ensure that all GHMCO Infrastructure Projects have a valid (and agreed) DNP Monitoring plan. In the absence of a PM, coordinate the implementation of DNP monitoring plans as per the schedule and review relevant documents as part of the project closure requirements.

• For project closure purposes, acts as (or nominates and supervises) a focal point between the GHMCO and donors throughout the process.

• Analyze project agreements and documents, and develop and implement inception, work and monitoring plans to ensure effective delivery and implementation in consultation with the GHMCO HoP, PE and other relevant stakeholders, including through the provision of hands-on guidance, capacity development and support to the relevant Project Managers and teams.

• Ensure that projects, as well as their outputs and activities, are delivered in line with their agreed scope, time and cost through effective planning, management and monitoring support.

• Track programme/projects’ progress and results against plans and targets (including scope, time and cost), and alert GHMCO HoP and management on issues, risks and lessons learned, alongside the appropriate action plans to proactively take remedial actions and/or manage the relevant risks.

• Ensure that programme/project information and documentation, including deliverables, budgets, expenditures and financial forecasts, are maintained and managed in a quality manner, and as per UNOPS standards and requirements.

• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

• As an OIC in the absence of the MCO Head of Programme, and carry out other relevant duties as assigned.

• Prepare and submit regular project reports in accordance with donor guidelines for reporting.

• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).

• Identify and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Head of Programme.

• Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system as required. Identify gaps, areas to improve and make recommendations to the Head of Programme on appropriate corrective actions.

• Coordinate and oversee the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

• Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.

• Within the context of monitoring and evaluation, ensure all projects submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and tracks progress, or otherwise, against such information.

• Provide editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.

• Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.

• Enable the formulation of programme and project communications plans.

• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.

• Coordinate internal programme/project communications.

• Monitor the effectiveness of programme/project communications.

• Act as a focal point for the GHMCO maturity enhancement initiatives, using the P3M3 as a baseline.

• Provide guidance and support to PMs in the development of Quality Management Plans (QMPs) in line with UNOPS Operational Instruction on Quality Management and Good Practises; 

• In collaboration with the GHMCO PMO where relevant, help the GHMCO HoP roll out the relevant standards, SOPs, tools and templates to effectively manage programme development and implementation.

• Identify, record, share and facilitate the management of programme/project-level issues, risks and lessons, including using the appropriate UNOPS systems.

• Facilitate sharing of best practices, innovative approaches and lessons learned, including through case studies and the appropriate corporate programme/project management related networks. 

• Provide onboarding support and sustained capacity development to new Project Managers and teams, as well as other relevant personnel, on a variety of topics including UNOPS Project Management Manual, oneUNOPS and oneUNOPS-Projects, MS Projects, etc.

• Ensure routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of national staff.

The Project Management Office (PMO) - Specialist directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduced risks, cut costs and improve success rates.  This consequently reinforces the visibility and image of the 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.

• A minimum of 5 years of relevant and progressive professional experience, specifically in the field of Project/Programme Management with experience of successful implementation and/or oversight of programmes and projects is required.

• Within the 5 years, at least 2 years must be in the field of Infrastructure Project Management.

• Experience managing/overseeing a programme of multiple projects simultaneously is an advantage.

• Previous experience of working within a Program Management office environment is an advantage.

• Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is an asset.

• Strong experience with data analysis, management reporting and project management tools and information management systems is essential.

• Experience working with Government Ministries, Departments and Agencies (MDAs) on Donor funded projects is an asset.

• Knowledge of the UN system and familiarity with UNOPS procedures is a distinct advantage.

• Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.

• Contract type: Local Individual Contract Agreement (L-ICA)
• Contract level: LICA 10/ ICS 10
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance'.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• Accra, Ghana is a family duty station.

Terms and Conditions 

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.