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.
The Project Manager will be
expected to follow the project lifecycle from inception to completion using
standard project lifecycle practices. They will be provided with guidance and support by the PMO and Head of
Programme .
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/ 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:
- 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.
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: if applicable
- Lead and motivate the
project management team
- Ensure that behavioral
expectations of team members are established
- Ensure that performance
reviews are conducted
- Identify outstanding staff
and bring them to the attention of the OC Director
- 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: 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
- Excellence: Contribute to innovation and the adaptation
of best practice standards of sustainability and quality.
Additional Requirements: Contract
management and reporting
3.
Monitoring and Progress Controls:
Ensure that the project(s) produce(s) 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(s).
Contribute to the overall business targets and needs.