2. Purpose and Scope of Assignment
The Deputy Programme Manager (Operations) will not ordinarily be located with the Senior Programme Manager. The Senior Programme Manager will be located in the UNOPS Offices in Ukraine, whereas the Deputy Programme Manager (Operations) will be remotely located within the EU Rule of Law Advisory Mission’s offices [EUAM] in Kyiv and will have two key responsibilities. Deputizing for the Senior Programme Manager in all operational aspects as delegated, and with the running all of the UNOPS’ project functions located at the EUAM. The Deputy Programme Manager (Operations) will be the principal senior UNOPS’ responsible person within that EUAM environment, liaising and working with senior EU staff including the Head of Mission and the Institutional Development, Police and Legal Component Leads.
In addition, she/he will directly supervise the other UNOPS’ EUAM embedded staff and specialist contractors also working from there. These UNOPS post holders will include, but will not be confined to; the Project Coordination Officer/Deputy Programme Manager (Programmatic), the Engineers and Project Support Officers. External specialist contractors and experts supervised will include, but will not be confined to ICT, institutional development and training experts.
It should be noted that whilst reporting to the Senior Programme Manager, the Deputy Programme Manager (Operations) would have considerable autonomy, managerial and project-functional/operational responsibilities, particularly because of the separate office environments. She/he is expected to meet and exceed the organization's performance and delivery goals.
Reporting to the Senior Programme Manager, but with these unique responsibilities, the Deputy Programme Manager (Operations) 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 the Deputy Programme Manager (Operations) will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.
3. Monitoring and Progress Controls
The Deputy Programme Manager (Operations) delivers to, and supports, the project life cycle. At the request of the Senior Programme Manager, within the defined limits of authority and as per delegated authority he/she must be able to apply, independently, the below duties and responsibilities of the project success criteria:
1. Stakeholder Management:
a. Contribute to the establishment of the positive and fruitful working relationships with all members of the EUAM, their contactors, beneficiaries and interlocutors, providing advice and guidance on specific and general project management issues and where appropriate, institutional reform, rule of law and police related project support.
b. Support the EUAM and beneficiaries in the structuring and delivery of project activities whilst advising UNOPS’ policies, procedures and working practices and on practical and implementation matters.
c. On behalf of the Senior Programme Manager, contribute to the establishment of the solid working relationship with the project board, client and key stakeholders.
d. If delegated by the Senior Programme Manager:
i. Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products
ii. Advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).
2. Delivery and Performance
Provide timely and effective support to the Senior Programme Manager in:
a. Collaboration with EUAM Advisors to devise and deliver to project activities within relevant timelines and cost parameters.
b. Support implementation of approved project plans (including the establishment of milestones) within tolerances set by the project board.
c. Personal management of work packages as and when required.
d. Continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Senior Programme Manager.
e. Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into the project life cycle.
f. On behalf of the Senior Programme Manager, identify, direct and support the management and production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
g. Advise the Senior Programme Manager of any possible deviations from the plan and possible corrective action.
h. On behalf of the Senior Programme Manager, identify and manage risks, especially those unique to EUAM activities, cooperation and co-location.
i. Identify and report potential business opportunities for UNOPS to a supervisor.
j. Identify and report threats to UNOPS’ internal business case to supervisor.
k. As delegated by the Senior Programme manager, monitor and evaluate performance of service providers.
3. Procedures:
a. Follow the Project Management Cycle Instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions).
b. Support the Senior Programme Manager in the preparation of all project related documentation, particularly;
i. Highlight Reports
ii. End Stage Reports
iii. Operational Closure Checklist
iv. End Project Report
v. Handover Report.
c. Where the Deputy Programme Manager (Operations) has no delegation as a committing officer, he/she retains these responsibilities and will monitor and instruct/request others to carry out the relevant commitments and disbursements.
4. Knowledge Management:
a. Participate in the relevant Communities of Practice.
b. Actively interact with other PMs and the PM community to share case studies, lessons learned and best practice on the Knowledge System.
c. Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.
d. Complete lessons learned as per reporting format.
e. Incorporate lessons learned from others as per planning format.
5. Personnel Management:
a. Manage and support all UNOPS’ EUAM-embedded staff, contractors and consultants ensuring high quality service delivery.
b. Prepare Terms of Reference (ToR) for required inputs in the project’s personnel and operational arrangements, (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.) with EUAM and/or client support as required.
c. As delegated by the Senior Programme Manager and in his/her absence:
i. Select, recruit and train external consultants and trainers as required by project plans.
ii. Lead and motivate those external project delivery teams to ensure successful project implementation.
iii. Perform the Team Manager role.
d. Ensure safety and security for all personnel embedded at the EUAM Offices and ensure compliance with UNDSS standards.
6. Core Values and Principles:
a. Understand and respect UNOPS sustainability principles.
b. Look for ways to embed UNOPS sustainability principles in day to day project management.
c. Seek opportunities to champion gender equality at the workplace.
d. Champion and communicate the project's sustainability aspects with key stakeholders.
e. Understand and Respect National ownership and capacity.
f. Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans.
g. Seek opportunities to recruit qualified local staff.
h. Look for ways to build capacity of local counterparts.
7. Partnerships and Coordination.
a. Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
b. Know the Millennium Development Goals (MDGs) and seek to contribute within the deliverables of the project.
c. 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.
8. Accountability for results and the use of resources.
a. 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 Project Coordination Officer to raise the issue to a supervisor.
9. Excellence.
a. Contribute to innovation and the adaptation of best practice standards of sustainability and quality.