The Project Manager is responsible
for the day-to-day management and coordination of the first phase preparatory
and pilot project, the development/design support to the second phase of larger
project and the provision of operational and capacity building services to the
government ministries, NGO and consulting partners/stakeholders and to local beneficiary
communities. He/she will provide the strategic vision of the office, play a key
advisory role to the government, and ensure that the project results are
delivered on time and to a high standard. He/she is expected to meet and
exceed the organization’s performance and delivery goals. The PM will be
directly supervised by the Head of Office (HoO) in CAR, under the overall
direction of the CDOH Head of Programme based in DRC.
Purpose
and Scope of Assignment:
The project manager is responsible for producing/reviewing the project
initiation documents (PID) and all other background document, the Legal
Agreement and for having a thorough understanding of the terms, conditions, and
the respective roles and responsibilities of the partners/stakeholders to
ensure the project’s products meet the business cases for UNOPS, the government
client(s), and the funder. Success of the Project(s) and hence of the Project
Manager will be based on the Success Criteria of UNOPS engagements which are
linked to the below responsibilities.
Management:
- Manage the
development and implementation of the ToRs for the various studies and
assessments which are a significant part of the first phase preparatory
project’s deliverables, following World Bank guidelines, to include:
- Environmental and social management framework & Policy framework for Reinstallation of the
displaced (ESMR and RPF)
- Study on revenue system of local government
- Study on payment systems for cash transfers
- Study on beneficiaries targeted for cash transfers
- Feasibility study on rehabilitation of community infrastructure
- Preparation of the operational manual of the future project
- Mobilization Activities & Accompanying measures (PMT)
- And other studies or assessment
- Effectively manage
firms, consultants and staff for studies and assessments, project
activities and support to deliver project products on timely manner;
- Overall
management of project implementation and day-to-day operations (aligned
with work plan) toward successful project completion;
Coordination:
- Coordinate Technical
Committees and Project Board to ensure review, inputs, feedback and
approvals/alignment with government/ministerial partners, consultants
undertaking studies, UNOPS staff and World Bank managers on project
issues, deliverable progress, and results for the success of the
project.
- Coordinate UNOPS
staff, ministerial staff, consultants, and stakeholders for efficient
capacity building and operational support activities.
- Coordinate pilot
project and its local and national government partners, NGO and
beneficiary population representative stakeholders;
- Coordinate project
staff, Government partners, World Bank project managers and study
consultants/firms during studies activities to ensure alignment and successful
implementation.
Stakeholder
Management:
- Establish solid
working relationship with the project board (Executive, Senior Users and
Senior Suppliers), client and key stakeholders;
- Work closely with
the national and local authorities and ensure they are fully implicated
during each stage of the project;
- Help build the
national capacity of national and local government officials by involving
them in the project design, planning and implementation and monitoring
activities of the project;
- Ensure that national
authorities play a central role in decision making processes which should
be well documented;
- 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)
- Manage the
information flows between the Technical Committee, the Project Board, HoO
& HoP and the project team;
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, social 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 (Monthly)
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:
- Manage
and mentor the National Deputy Project Coordination and build up his/her
capapcity so that he/she is able to lead the project into its second
phase;
- Manage and mentor
associated ministerial partner-personnel;
- 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 and HoP
- 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.
Monitoring
and Progress Controls
- Ensure that the
project(s) produces the required products within the specified tolerance
of time, cost, quality, scope, risk and benefits. The Project Manager is
also responsible for the project producing a result capable of achieving
the benefits defined in the Business Case.
- Contribute to the overall business targets and needs.