Project Management Office (PMO) - Specialist

Background Information – Kenya Multi Country Office (KEMC)

Background Information - Job-specific

The primary role of Project Management Office (PMO) is to provide Kenya Multi Country Office (KEMC) with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well. 

The functions and services of the PMO include:

• Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.

• Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.

• Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

The primary role of PMO is to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting as the overall Project Assurance capacity within the business unit on behalf of the Director and Representative (Executive). The PMO strongly contributes to moving the KEMC toward achieving its mission-focused goals and objectives.  The PMO Specialist will work under the direct supervision of the Head of Programme.

Purpose and Scope of Assignment 

1. Development and Planning

• In conjunction with the PMO team, provides appropriate levels of programmatic management and administrative support to the Head of Programmes regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

• Ensure that Projects are being implemented in accordance with the implementation of the Project Management Manual and related Project management guidelines and policies that are rolled out by the Infrastructure and Project Management Group (IPMG) and the UNOPS PMI (Project Management and Infrastructure) Advisory group. 

• Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents.

• Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the [OC/Hub/PC].

• Develops and establishes resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the KEMC.

• Identify, track and disseminate information with regard to Project and Programme Management Dashboards in order to ensure that Project teams have access to the most relevant tools to enable better PM oversight.

• HSSE:Ensure that projects are fully compliant with the requirements for Health and Safety requirements, and have corresponding plans completed, monitored and reported on a regular basis (As determined by the Project Board) 

• Ensure that Projects are fully compliant with the requirements for mainstreaming gender into their projects and have corresponding Action plans (GAP) completed and monitored on a regular basis (As determined by the Project board)

• Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Head of Programme 

2. Set-up and closure

• Facilitate the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.

• Develop, track and maintain dependencies.

• Liaise closely and support the Head of Support Services in all project assets and finance related issues.

• For project closure purposes, acts as (or nominates and supervises) a focal point between the KEMC and donors throughout the process.

• Oversee and coordinate all project closure activities with the assistance of the Project Closure Focal point ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS Management Work space(MWS), and effective handover of closed projects to UNOPS HQ for financial closure processes. 

• Report to the SMT on progress of project closure

3. Monitoring and Reporting

• Prepare and issues regular project reports in accordance with donor guidelines for reporting.

• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).

• Maintain diaries and progress reports as required by UNOPS standard procedures.

• Identify and anticipate in a timely manner, potential risks and issues specific to delivery forecasts, and advise mitigating measures to the Head of Programme.

• Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system as required.

• Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.

• Within the context of monitoring and evaluation, ensure all projects submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and tracks progress, or otherwise, against such information.

• Provide editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.

• Provide the Head of Support Services with necessary project analysis reports and information to support areas relevant to the project management team (i.e. Locally Managed Direct Costs projections etc.)

• Provide the Head of Programmes necessary portfolio analysis and reports on compliance with the PMM HSSE and Gender Action Plans

• Provide meaningful input in to the health status of the portfolio with quarterly analysis of the Self Assessment exercise

• Coordinate and oversee the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

4. Stakeholder engagement

• Develop stakeholder proles and facilitate the formulation of stakeholder engagement strategies.

• Enable the formulation of programme and project communications plans.provide relevant guidance and tools to projects. 

• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency.

• Management of communications across programmes and projects.

• Coordinate internal programme/project communications.

• Monitor the effectiveness of programme/project communication.

5. Quality Assurance

• Work with internal audit and finance to ensure the programme complies with audit requirements.

• Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.

• Ensure compliance with UNOPS defined standards for programme/project management.

• Coordinate quality reviews of programme/project documents and deliverables. 

• Provide quality control for management products (project documents, reports, etc.).

• Represent the Head of Programme in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation.

6. Knowledge management and innovation

• Act as a focal point for the KEMC maturity enhancement initiatives

• Ensure routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of national staff.

• Participate in, and advocate PMs' participation in, relevant Communities of Practice.

• Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System.

• Provides feedback to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies.

• Contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

7. Personnel management (if managing a team)

• Exercise control of all staffing issues within the PMO team including recruitment, on-boarding and staff performance reviews.

• Directly contributes to the development and maintenance of budget and resource availability tables in conjunction with project managers and relevant project staff.

• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.

• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Impact of Results 

The Head of PMO directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduce risks, cut costs and improve success rates.  This consequently reinforces the visibility and image of the UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project Services

• A minimum of 5 years professional experience in the field of Project Management/support, business analytics and reporting skills in terms of successful implementation and/or oversight of programmes and projects is required;

• Previous experience in UNOPS is desired;

• Previous experience of working within a PMO environment is an advantage;

• Previous experience in a UN environment is highly desired;

• Skills on use of Google Suite applications will be an added advantage.

• Full working knowledge of English is essential.
• Knowledge of another official UNOPS 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
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

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.

• This position is based in a family duty station

Contract type: International Individual Contractor Agreement 
Contract level: IICA 2
Contract duration: 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

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.

Kenya

The UNOPS Kenya office manages more than 60 projects in around 10 countries of eastern and southern Africa. UNOPS in Kenya helps partners achieve their project goals in sectors including: governance, education, health, the environment, grant management and rural development.