The project manager is responsible to
manage a portfolio of procurement-related ...
The project manager is responsible to
manage a portfolio of procurement-related projects. The project manager is
required to produce/read the project initiation document(s) (PID), Legal
Agreement(s) and have a thorough understanding of the terms, conditions, and
the respective roles and responsibilities of the partners/stakeholders to
ensure the project(s) products are capable of meeting the business cases for
both UNOPS and the client. Success of the project(s) and hence Project Manager
will be based on the Success Criteria of UNOPS engagements which are linked to
the below responsibilities.. The project would rely on a number of external
suppliers for its successful delivery, managing tight timeline with some
flexibility. The project manager is responsible for all aspects of the project
life cycle. S/he must be able to apply the below duties and responsibilities of
the project success criteria:
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/Head of Programme and the OC Director and the project(s)
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
project 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
- Advise the Project Board and OC
Manager 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 supervisor
- Identify and report threats to UNOPS
internal business case to supervisor
Procedures and Compliance:
- 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 expenditure 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.
Procurement:
The project manager in consultation with the
relevant stakeholders and units in the Amman Operational Hub will,
- Assist in preparing
amendments of Agreements and budget revisions when applicable;
- Review and input of
financial information, expenditures etc in OneUNOPS;
- Ensure conformity of
project disbursement requests with procedures, work plans, and
availability of resources for expenditure;
- Support development
and maintenance of OneUNOPS based management information systems to
ensure real time tracking and asset management under the project
activities;
- Liaise with the
Finance Unit to process and monitor all payment requests within the
Project;
- Monitor all
Procurement and HR requirements and related activities under the
Project;
- In full coordination
with the Head of Programme organize all project and stakeholder meetings
as and when necessary, and maintain records of these meetings;
- Maintain records of
project files and Activity reports in hard and soft copy;
- Prepare budget
forecast and periodic financial reports as requested;
- Review weekly Activity
reports and quarterly financial reports with respect to outputs based on
work plans and budget forecasts;
- Liaise with finance
and logistics/procurement units in tracking commitments and disbursements;
- Identify operational,
administrative, financial and other bottlenecks that may impede project
delivery; recommend solutions and take appropriate remedial action;
- Contract management of
all contracts (Procurement, Service Contracts etc) under the Project;
- Proactively
coordinate/liaise with support units on all operational matters related to
the project(s) under responsibility;
- Timely and duly
prepared procurement plans for every project under responsibility while
monitoring their implementation;
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 practice 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 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
- 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 work place
III.
Champion and communicate 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 capacity of
local counterparts
- Partnerships and Coordination Understand
the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place
in the UN system
i.
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 processes is not in line with this, it is the
responsibility of the
PM to raise the issue with a supervisor
i.
Contribute to innovation and the
adaptation of best practice standards of sustainability and
quality.