The Project Manager is responsible
for the day-to-day operations of the project(s) and provides services to the
donors, partners and beneficiaries. He/she is expected to meet and exceed
the organizations performance and delivery goals. The PM will be directly
supervised by the Head of Office (HoO) in CAR. This is an initial 6 month
assignment with possibility of extension.
Purpose
and Scope of Assignment:
The project manager is responsible to produce/read the project
initiation documents (PID), Legal Agreement 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.
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/HoO and the project(s)
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 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 HoO 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:
- 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 Report
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.
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 management 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 HoO
- 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
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 processes is not in line with this, it is the responsibility of
the PM to raise the issue to a supervisor
i. Contribute to innovation and the
adaptation of best practice standards of sustainability and quality.
Coordination of Procurement of goods
and services:
- Coordinates strategic Planning, implementation and oversight of
procurement of goods and services in coordination with the CDOH procurement
unit
- Develops and maintains the strategic role of procurement in provision
of cost effective and efficient supply and service solutions that contribute to
achievement of broader office and organizational objectives
- Adheres to tools and guidelines to assist customer units/portfolios in
procurement activities. Ensures that risk assessments are undertaken as needed
particularly for large value procurement contracting in consultation with
relevant business owner
- Supports the Procurement Advisor to secure compliance with UNOPS
Financial Rules & Regulations, General Terms & Conditions, and
Auditor's recommendations/ observations in all procurement activities
- Supports in preparations of all Invitations to Bid, Requests for
Proposal, Award Recommendations above $50K, CPC Submissions (HQCPC/LCPC) and
Contracts
- Coordinates development of procurement plans and strategies for the
project
- Supports in overseeing adherence to contractual agreements, recommend
amendments and contract extensions, advise concerned parties with respect to
contractual rights/obligations
- Assists in development and maintenance of appropriate supplier
performance management system.