The Programme Management Office (PMO) Associate is to ensure the MCO PMO Specialist contribute to consistent implementation of the UNOPS project management methods and standards across South Sudan’s Project Portfolio. The Project Management Office (PMO) - Associate will 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 South Sudan Office on behalf of the Country Manager, The Project Management Office (PMO) - Associate will report to the Country Program Manager; but will functionally be supervised by the Project Management Office Specialist at MCO.
The primary role of Project Management Office (PMO)
Associate will, under the guidance of , and in cooperation with, MCO PMO Specialist contribute to consistent implementation of the UNOPS project management method and standards across South Sudan’s Project portfolio. The Project Management Office (PMO) - Associate will periodically review projects’ performances and help in identification of gaps in policies and practices; and support the development of corrective actions.
The Project Management Office (PMO)
1. Development and Planning
Provide assistance during Engagement Development and ensure the right tools and procedures are used, and risks are identified with appropriate suggestions for mitigation measures.
Support Business Development team in setting up proper project governance, including timely establishment of Project Boards.
Assist project planning ensuring timelines are respected, covering DNP for Infra projects, with adequate floating time factored in.
Follow up and ensure that handover from Business Development team to Project team is carried out as per the guide.
Support the development of Unit/Programme plans.
2. Set-up and closure
Contribute to project closure activities, including but not limited to tasks related to disposal of project assets, final reporting, updating information and or uploading documents in one UNOPS Projects.
Assist project closure activities - operational and financial closure, ensuring appropriate disposal of project assets, timely reporting, etc.
Act as South Sudan’s focal point for all project closure activities, including monitoring the progress of closure activities, the accuracy of such data, guiding and following up project teams who are engaged in closure activities.
Work closely with key stakeholders to ensure all projects are closed on time and in line with the organization’s policies.
Monitor timely submission of closure plans by PMs.
3. Monitoring, Reporting and supporting delivery
Contribute to establishment of tracking systems and tools to facilitate monitoring of project progress and performance. Regularly update these systems and tools.
Assist with monitoring of project management activities in the country, in line with PMM requirements through periodic health checks.
Provide periodic analysis of delivery data and share it with the Project team and Management as appropriate.
Help with the development of required monitoring and reporting templates and tools to be used by the project team.
Contribute to timely identification of potential risks and issues specific to delivery, and escalate and suggest mitigating measures to the Head of Programme.
Monitor timely submission of client reports, exception reports and internal reports.
Support in the review of project status; evaluation and monitoring of performance criteria (scope, cost, schedule and quality).
Support in tracking projects progress by ensuring that all projects submit status report and regularly update specific milestones and targets for the duration of projects.
4. Stakeholder engagement
Assist in the management of communications across programmes and projects; and with other functional units, when applicable.
Contribute to development of stakeholder profiles and assist in development of external communications products.
Monitor and ensure timely establishment of Project Boards and the organization of periodic Project Board meetings.
5. Quality Assurance
Ensure projects implement guidelines, procedures, templates and propose new ways of working based on regular review of practices.
Assist internal audit and finance to support projects to comply with audit requirements.
Support in ensuring compliance with UNOPS defined quality standards and processes across projects.
Support in providing quality control for management products (project documents, reports, etc.).
Support quarterly assurance process and other quality assurance and control methods and provide relevant analysis and documentation.
6. Knowledge management and innovation
Contribute to design and delivery of capacity building initiatives, while focusing on UNOPS project management standards and requirements.
In collaboration with PMO Specialists, engage PMs and other personnel in order to identify and share lessons learned and best practices.
Monitor timely entry of lessons in oUP; best practices and lessons learned are appropriately captured, documented, shared and integrated accordingly.
Ensure complete and up to date documentation are uploaded in oUP by all projects.
Support the organization of periodic lessons learnt workshops.
