Project Manager

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Job Description

Job Specific information:

The Project Manager is responsible for the day-to-day operations of the project. S/he provides services to the different donors, partners and beneficiaries. The Project Manager acts on behalf of the Project Board to manage the project on an ongoing basis during the Implementation Stage. The main responsibility of a Project Manager is to ensure that the project outputs are delivered within the specified project tolerances of time, cost, quality, scope, risk and benefits. He/she is expected to meet the organization’s performance and delivery goals.

The Project Manager has the authority to assign, as per the Project Plan, work packages to Team Managers and approve deliverables produced by them.
The Project Manager is responsible for creating the Implementation Plan, using the Project Initiation Document (PID), Legal Agreement and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project(s) outputs are capable of meeting the business cases for both UNOPS and the partner(s). Success of the project and hence of the Project Manager will be based on the defined Success Criteria.
The Project Manager for Implementation projects will be managing project(s) which ultimate goal is to provide implementation services that contribute to the achievement of partners’ goals. The variety of projects is quite diverse and can range from management of grants, development of strategies to delivery of training or providing technical assistance.
While the complexity of those projects may vary, maintaining high standards in terms of quality, health, safety and sustainability is always expected.
Depending on the nature and configuration of the project, the project manager might be executing technical studies, reviews, designs, supervision or operation and maintenance services of one or several physical infrastructure assets, in one or multiple sites. Depending on the implementation modality it may involve large volumes of procurement of goods, services and HR services.
UNOPS operates in complex contexts where resources might be scarce, local capacity low and where professional judgement and experience in these environments are of uttermost importance.

Functional Responsibilities

Summary of functions:

Project Delivery and Performance
Procedures
Monitoring and Reporting
Stakeholder Engagement
Quality Assurance
Knowledge Management and Innovation
Personnel Management

Project Delivery and Performance:

Develop, complete and update implementation plan(s).
Implement the approved plan (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 span, as appropriate.
Manage the delivery of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
Ensure that quality of work packages and deliverables complies with the quality requirements defined in the Implementation Plan.
Liaise with any external suppliers or account managers.
Manage acceptance and delivery of work packages.
Monitor project progress ensuring that work packages are being executed properly.
Control project and work package changes.
Accept goods and services delivered by suppliers.
Lead contract management duties including supplier performance evaluation.
Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to Senior Management/ Project Board so that maximum benefit to partner(s) and other stakeholders is achieved.
Identify and report to the supervisor potential business opportunities for UNOPS.

Procedures:

Comply with all UNOPS Policies and specifically the Project Management Manual.
Prepare/adapt all relevant plans for approval by the Project Board.
Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
Draft the requirements definitions for procurement processes, where applicable. Approving requisitions and requests for non-purchase order payments; evaluating submissions received, if appointed to the evaluation team.
Ensure maintenance of the project files and lessons learned are recorded.
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 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.
For project closure purposes, provide a formal handover of the project to the closure manager.
Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

Monitoring and Reporting:

Prepare and issue regular project narrative and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by the organization’s standard procedures.
Provide routine oversight and analysis of delivery data within the dashboard system.
Ensure all project team members track and regularly update milestones and targets for the duration of projects’ life span.

Stakeholder Engagement:

Develop stakeholder profiles using stakeholder mapping tool and facilitate the formulation of stakeholder engagement strategies.
Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), clients and key stakeholders.
Maintain regular communication and coordination across the team and with UNICEF Zambia and Kitwe Teaching Hospital (KTH) such as monthly updates to review project progress, and quarterly planning sessions

Enable the formulation of project communications plans.
Coordinate internal project communications.
Monitor the effectiveness of project communications.
Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications.
Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs.

Quality Assurance:

Work with internal stakeholders to ensure projects comply with audit requirements.
Work with procurement, HR, and programme offices to ensure effective delivery of services to the best satisfaction of the stakeholders.
Coordinate quality reviews of project outputs.
Provide quality control for management outputs (project documents, reports, plans etc.).

Knowledge Management and Innovation:

Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
Actively interact with other Project Managers and the wider PM community to share case studies, lessons learned and best practices.
Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.
Participate in the relevant Communities of Practice.
Research and logging of lessons learned throughout the project life span.
Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

Personnel Management:

Lead and motivate the project management team.
Ensure that behavioural expectations of team members are established.
Ensure that performance reviews are conducted fairly, accurately and timely.
Select, recruit and train a team as required and take into account gender parity and diversity objectives.
Ensure safety and security for all project personnel and comply with UNDSS standards.
Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harrasement, sexual harrasement and sexual exploitation and abuse.
Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

Impact of Results:

The Project Manager directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates. This consequently reinforces the visibility and image of 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/Experience/Language requirements

Education:

Advanced University Degree in a relevant discipline (International Relations, Development Studies, Finance, Economics, Human Resources, Supply Chain, Business, Project Management, Architecture, Civil Engineering, Water Engineering, Electrical Engineering, Mechanical Engineering, Structural Engineering, etc.) is required.
A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Certification:

Certification in Project Management (PRINCE2, PMI, etc.) is an asset.
The incumbent will be required to complete the UNOPS PMM, UNOPS PMM Infra perspective and oneUNOPS Projects trainings within (3) months from joining UNOPS.

Experience:

A minimum of 5 years’ experience in Implementing and managing infrastructure projects (roads, dams, bridges, irrigation, health, windmills, solar power, ports, etc.) is required.
Experience in contract management is an asset.
Knowledge of FIDIC contracts is an added advantage.
Technical acumen, with the ability to understand and speak to technical project plans and documents is desirable.
Experience in planning and applying Health & Safety procedures is an asset.
Experience in developing Procurement strategies is an added advantage.
Proficiency in MS Project and Schedule Analysis is desirable.
Experience in developing countries or post conflict environments is an asset.
Experience in writing reports, performing data analysis, and writing technical documents is an added advantage.
Knowledge of quality assurance methodologies is an asset.
Experience in risk management is desirable.
Experience working in multicultural teams is an asset.
Experience in managing teams is an added advantage.
Strong analytical capabilities with the ability to manage tasks associated with the development of projects is desirable.
Problem Solving Skills is an asset.