Project Management and Infrastructure Specialist (Home based Retainer)

The UNOPS East and Southern Africa Multi Country Office (ESAMCO):

Located in Nairobi, Kenya, UNOPS East and Southern Africa Multi Country Office (ESAMCO) manages a growing portfolio of engagements, including associated strategic and operational risks. The ESAMCO 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, Burundi, Malawi, Uganda, Tanzania, Zambia, Zimbabwe and several island states.

Purpose and Scope of Assignment:

The Project Management Office (PMO) - Infrastructure Specialist, is part of the broader ESAMCO PMO. The role of the PMO is to provide projects with the structures, tools and techniques needed to ensure proper implementation 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 functional areas covered by the PMO, include:

• Strategic planning and portfolio support for ‘doing the right projects’: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making with good data, knowledge and advice about infrastructure delivery in the MCO countries; and ensuring that lessons from infrastructure project delivery are integrated into partnerships and business development processes.

• Delivery support for ‘doing projects right’: Ensuring UNOPS project management and delivery practice is supported. The purpose is to enable project teams to achieve effective delivery of the infrastructure programme and projects and comply with (a) UNOPS project management and operational policies, and (b) project management and infrastructure standards.

• Best practice support for ‘doing projects better’: Applying UNOPS standards in project management and infrastructure to encourage consistent working practices and ensuring constant learning and improvement. Developing MCO level initiatives to ensure that UNOPS priorities (including Health, Safety, Society and Environment (HSSE); Gender Diversity and Inclusion; Sustainable Procurement; and achievement of the SDGs) are applied in project delivery. Maturing the project management practices (such as risk management, quality management, benefits management, monitoring and evaluation and others) to ensure that project teams can optimize the impact and benefits the projects are intended to achieve.

The ESAMCO Programme is composed of a wide variety of project categories and service lines.  The oversight and assurance of the programme is distributed within the PMO team according to the categories of projects.

The  Project Management Office (PMO) - Infrastructure Specialist will be responsible for supporting and overseeing all infrastructure projects (Category 3) within the ESAMCO Programme.  The responsibilities of the PMO Infrastructure Specialist will cover all functional areas of the PMO, with specific emphasis on streamlining best practices in Quality, Health, Safety, Social and Environmental Management (QHSSE).  

The primary role of a PMO - Infrastructure Specialist is to ensure that project management policies, processes and methods are followed and practiced according to the organization's 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 ESAMCO toward achieving its mission-focused goals and objectives.

• Provide programmatic management and administrative support to the Head of Programme (HoP), and PMO regarding infrastructure activities, policies, standards, and procedures.

• Contribute to strategic oversight, advice and direction on infrastructure project management in line with service and project agreements.

• Support planning, development, implementation and amendment of project budgets and resourcing, to ensure synergies and optimization across the Multi Country Office (MCO) portfolio.

• Develop and establish resource monitoring and planning tools and systems for use by the PMO. 

• Identify potential programme-level  risks and issues and advise on mitigating measures.

• Lead the production of needs assessments, due diligence assessments and feasibility studies, including the supervision of consultants when necessary. Review assessments and reports with recommendations for follow up actions.

• Support the review of requests for new construction and rehabilitation works and advise the Partnerships Development Office when required.

2. Delivery Support: Set-up and Closure:

• Oversee and support the start up of new infrastructure projects. In the absence of a Project Manager (PM), lead the startup of infrastructure projects including the recruitment of the project team and preliminary activities.

• Contribute to the development of high-level programme and project plans, including the collation of lower-level plans into programme and project-level milestones.

• Oversee and coordinate closure activities for infrastructure projects, ensuring appropriate disposal of project assets, timely and effective reporting, initiation of financial disbursements as appropriate during Defects Notification Periods (DNPs), updating of information on oneUNOPS Projects, and effective handover of closed projects to UNOPS HQ for financial closure processes.

• Facilitate and ensure that all ESAMCO Infrastructure Projects have a valid (and agreed) DNP Monitoring plan.  In the absence of a PM, coordinate the implementation of DNP monitoring plans and review relevant documents as part of project closure requirements.

• The PMO Infrastructure Specialist is responsible for overseeing the performance of infrastructure projects in  the ESAMCO Programme, ensuring projects are delivered on time, to quality and within budget.

• Provide routine monitoring of infrastructure projects’ progress and performance through dashboards.

• Review, assure and provide strategic advice on reports prepared by infrastructure Project Managers in accordance with reporting schedules and ESAMCO Guidance.

• Identify potential risks and issues specific to infrastructure project delivery and escalate to the Head of Programme with recommended mitigating measures.

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

• Take part in surge initiatives for Infrastructure Project Managers and  technical team members as required.

• Support the PMO Specialist with necessary project analysis and information relevant to the PMO (i.e. LMDCs, Procurement Plans, Resources Plans, Forecasts etc.).Support the PMO Specialist with project analysis reports and assemble information relevant to the PMO (i.e. LMDCs, Procurement Plans, Resources Plans, Forecasts etc.).

• Lead coordination between projects teams and the Technical Services Unit of ESAMCO to ensure optimal design management and design review processes, and to achieve quality design outputs.

4. Delivery Support: HSSE and Safeguards:

• Undertake periodic monitoring of the implementation of ESMPs, including missions (as appropriate) and ensure regular reporting is mainstreamed into project progress reports. Take an active role in monitoring the implementation of HSSE plans including requirements and guidelines  at project sites.

• Take part in periodic HSSE inspections, induction training, incident reporting and investigation as per guidelines.

• Support the Head of Programme to coordinate timely HSSE monthly reporting and handling of HSSE incidents as per guidelines.

• Identify gaps, areas to improve and make recommendations to the Head of Programme on appropriate corrective actions.

• Support the Head of Programme  in periodic risk assessments related to HSSE, recommend preventative measures, and the application of good practices.

• Contribute in the achievement of the goal zero of incidents (injury, disease and fatal). 

• Provide guidance and support to for the PMs on the development and implementation of QHSSE plans. 

• Ensure Environmental Screening is complete for all Infrastructure projects, provide support and guidance to PMs as required.

• Provide technical assistance in the drafting of ToRs for ESIAs implemented by third parties.

• Ensure seamless coordination and collaboration with the Safeguards division of the Technical Services Unit and optimize the use of TSU retainers in HSSE during project delivery.

5. Delivery Support: Stakeholder Engagement:

• Contribute to the development of stakeholder identification and facilitate the formulation of engagement strategies related to infrastructure projects.

• Contribute to the formulation of programme and project communications plans; and engage with the ESAMCO communications team to support infrastructure project level communication activities.

• Facilitate internal engagement and communication with IPMG and related business units ensuring effective timing and interdependency.

6. Best Practice Support: Quality Assurance and Management:

• On behalf of the PMO, provide quality assurance through periodic monitoring and site inspections to verify the implementation of quality management approaches: 

• Appraise and facilitate compliance with UNOPS defined standards and international best practice for infrastructure project management including QHSSE.

• Coordinate quality reviews of programme and infrastructure project documents and deliverables, including design review submissions through the platform.

• 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 infrastructure projects implementation.

• Support the PMO in promoting a culture of compliance on Quality Management policies, guidance, tools and templates.

• Provide guidance and support to PMs in the development of Quality Management Plans (QMPs) in line with UNOPS Operational Instruction Ref.OI.IPS.2021.02 - Quality Management and Good Practices. Review and provide assurance of QMPs on behalf of the PMO.

• Ensure all infrastructure projects have a valid Construction Quality Assurance Plan (QAP) which is aligned with the contract requirements.

• Identify issues or non-conformity, and recommend necessary actions to enforce where unsafe acts or processes that seem dangerous or unhealthy are detected.

• Undertake reviews to ensure infrastructure projects document records are complete and up to date: Design brief, Design Review Certificates, Substantial Completion Certificates, Final Completion Certificates, Contractor Notices, Materials Testing reports, Non-Conformity Registers, DNP monitoring plans, Defects Registers, As-Built Drawings etc.

• Provide advice to Project Managers in the application of Contracts for Works Guidance Material.

• Develop tools to track compliance of infrastructure products with relevant policies, guidelines and tools, and undertake assurance over their practices for all Infrastructure projects. 

• Escalate issues and risks related to infrastructure compliance to the Project Executive as they arise.

7. Best Practice Support: Knowledge Management and Innovation:

• Act as a focal point for the ESAMCO Infrastructure maturity enhancement initiatives.

• Facilitate training on UNOPS QHSSE policies, tools and instruments including Construction Supervision Guidance. 

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

• Participate in, and advocate Infrastructure practitioners membership in relevant Communities of Practice.

• Lead the establishment of and curate relevant ESAMCO knowledge networks in infrastructure related disciplines.

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

• Provide feedback on policy and supporting guidance related to QHSSE and infrastructure practice.

• Contribute to ensuring that lessons learnt are shared in a timely and appropriate manner.

8. Personnel Management:

• Lead the performance, resource and talent management of infrastructure and HSSE practitioners in ESAMCO.

• Actively promote a culture of continuous improvement and lessons learning in infrastructure related disciplines.

• Take the lead in recruiting quality technical resources internally and externally to UNOPS in the absence of PMs.  Actively support PMs in doing so where already in place.

• Lead on-boarding Infrastructure and HSSE practitioners and provide guidance on performance setting and reviews within the practice.

• 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 Project Management Office (PMO) - Infrastructure Specialist, 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 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

Education:

• A Master’s degree in Architecture, Urban Planning, Civil Engineering, Mechanical Engineering, or a related engineering discipline is required.

• A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Work Experience: 

• A minimum of at least 5 years of experience in the field of Infrastructure Project Management is required.

• Out of the 5 years above, at least 2 years must include experience in the design and procurement stages of the infrastructure lifecycle.

• Experience working in middle income countries and developing countries, and with multicultural teams is an asset.

• Experience delivering training/ capacity building workshops in infrastructure related topics is a distinct advantage.

• Experience managing/overseeing a programme of multiple projects simultaneously is an advantage.

• Experience working with Government Ministries, Departments and Agencies (MDAs) on Donor funded projects is an asset.

• Knowledge of the UN system and familiarity with UNOPS procedures is a distinct advantage.

• Experience in works contract management preferably FIDIC contracting is desired. 

• Good knowledge of internationally recognized building codes and standards is desired.

• Experience implementing infrastructure projects in post-conflict, post-disaster environments will be an advantage.

• Experience managing projects with multiple sites and complex logistical dimensions in remote locations is an asset.

Languages:

• Fluency in English is required.

• Intermediate level in Portuguese is a distinct advantage.

Certification:

• PRINCE2 Foundation or Practitioner Certification or related certification (MSP/PMP or others) is an advantage.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This is a home-based retainer position where the incumbent may occasionally travel to the project sites. It may be the responsibility of the selected candidate to make arrangements, to a standard deemed acceptable by UNOPS, for secure internet connections, laptop and or equipment necessary for work (as defined by UNOPS). 

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.