Project Manager

Purpose and Scope of Assignment

The Bureau of International Narcotics and Law Enforcement Affairs (INL) of the US Department of State is actively engaged in Kenya’s efforts to professionalize its national police service. INL supports three Kenyan entities (henceforth, the Entities) whose mandate is to bolster police accountability, through operational and technical assistance to the Internal Affairs Unit (IAU) of the National Police Service, the Independent Policing Oversight Authority (IPOA), and the National Police Service Commission (NPSC). The latter two bodies are civilian-staffed and provide external oversight of the police.

INL requires technical advisory and project management advisory services to strengthen and develop ICT systems for several ongoing and upcoming components in their program. The specific project objective for UNOPS is to provide INL/Kenya with ICT project management and advisory services, technical assistance and performance monitoring/evaluation against contracted deliverables.

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. The Project Manager is also responsible for the overall management of project implementation and day-to-day operations (aligned with work plan) toward successful project completion.

Specifically, the functional responsibilities of the Project Manager will include:

• Take overall responsibility for the successful delivery of the project’s outputs to agreed levels of quality within the agreed timeline and budget;
• Coordinate and contribute to an initial technology assessment of the project environment, including gap analysis and recommendations for the approach to the implementation phase;
• Conduct proactive, ongoing assessments of the changing business environment to ensure continuing alignment of the project plan with stakeholder expectations;
• Analyse existing software and hardware infrastructure in order to inform strategic direction of project implementation;
• Advise on standards and technologies for maximum levels of information security;
• Prepare a detailed project plan including all stages of analysis, initiation, implementation and handover;
• Establish effective Standard Operating Procedures (SOPs) for all project functions and continually adapt over time;
• Analyse stakeholders and develop a comprehensive Communications Management Strategy taking into account differing stakeholder profiles;
• Prepare detailed written reports on project progress and other highlights;
• Identify, assess and communicate project risks and issues on a regular basis;
• Prepare and help to conduct training activities and other national capacity developing activities;
• Establish comprehensive change control procedures and mechanism to contribute to a robust Configuration Management Strategy;
• Conduct performance reviews and other monitoring and evaluation activities for contracted suppliers;
• Track and record lessons learned during project implementation and proactively share with stakeholders and others within UNOPS;
• Contribute to UNOPS’ Communities of Practice for Project Management;
• Supervise project team members including performance management and the creation and maintenance of a highly positive working environment;
• Foster sensitivity of issues related to gender and take a proactive approach to Gender Mainstreaming where possible within the project initiation and implementation.

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/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:

• 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:

1. Highlight Reports
2. End Stage Reports
3. Operational Closure Checklist
4. End Project Report
5. 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 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

1.   Look for ways to embed UNOPS sustainability principles in day to day project management
2.  Seek opportunities to champion gender equality at work place
3.   Champion and communicate project’s sustainability aspects with key stakeholders

• Understand and Respect National ownership and capacity

1. Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans
2. Seek opportunities to recruit qualified local staff
3. 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

1. 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

1. 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

• Excellence

1. Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

 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.

• Master’s degree (or equivalent) preferably in Computer Science or Information Systems. A relevant Bachelor’s degree in related studies, combined with an additional 2 years’ experience may be accepted in lieu of a Master’s degree.
• PRINCE2 Certification is an asset.

• At least 5 years’ experience in management of projects with an ICT focus is required specially in these fields of Business Process Mapping, IS Project Management, Budget Management and reporting;
• Experience working with or within international organizations is an asset.

• Excellent command of written and spoken English. Knowledge of another UN language is an asset.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• This position is based in a family duty station

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type: International Individual Contractor Agreement

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 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.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Kenya Multi Country Office (KEMC)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.