Dutystation: Apia, Samoa
Functional responsibilities
Summary of functions:
Project Delivery and Performance
Procedures
Monitoring and reporting
Stakeholder engagement
Quality assurance
Knowledge management and innovation
Personnel management
1. Project Delivery and Performance
Develop, complete and update Project Initiation Documents and implementation plan(s)
Implement the approved plan (including the establishment of milestones and deliverables) within tolerances set by the Project Board
Embed sustainability and resilience dimensions including social and gender inclusion, environmental and economic aspects into project life span
Manage, in collaboration with project teams and stakeholders, the production 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 Plans and the Legal Agreements.
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 against performance criteria
Control project and work packages changes through change management protocols.
Accept goods, services or works delivered by suppliers (service providers)
Lead contract management duties including supplier performance evaluation.
Act as the Employer’s Representative within the FIDIC works contracts
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
Comply with all organizational policy and engagement requirements ,specifically the UNOPS Project Management Manual (PMM), and Gender Equality and Social Inclusion (GESI) Mainstreaming in Projects Strategy
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
Ensure maintenance of the project files and lessons learned are recorded and updated on into the Organization’s database system
Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors, suppliers 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 and engage the stakeholders as required
Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations
Prepare and issue regular project and/or financial reports in accordance with Partners and UNOPS requirements.
Regularly review project status, evaluating performance criteria (scope, cost, schedule, risk, communication, stakeholders, 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 Organization’s dashboard system.
Ensure all project team members track and regularly update milestones and targets for the duration of the different projects’ life spans
Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies, and update as necessary
Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
Enable the formulation of project communications plans. Coordinate internal project communications, and highlight visibility opportunities to the EAPMCO level. Monitor and review the effectiveness of project communications, and improve as necessary
Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of external communications. Ensure stakeholders are aware of project activities, progress, challenges, risks and exceptions and are in a position to accept changes or handover outputs.
Identify and support business development opportunities for further UNOPS projects in SIDS
Work with internal stakeholders to ensure projects comply with audit requirements
Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems
Coordinate quality assurance reviews of project documents and deliverables in line with the requirements and guidelines of UNOPS - EAPMCO
Provide quality control for management outputs (project documents, reports, etc.)
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
7. Personnel Management
Lead and motivate the project management team
Ensure that behavioral expectations of team members are established
Ensure that performance reviews are conducted fairly, accurately and timely
Select, recruit and train team members as required and take into account gender parity and diversity objectives
Facilitate a safe, welcoming and inclusive environment for project teams
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, harassment, sexual harassment 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 Portfolio 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:
Certification:
Certification in Project Management (PRINCE2, PMP-PMI, etc.) is desirable
Professional certification from an accredited institution ( PEng., CEng. , etc) is an asset
Complete the UNOPS PMM, UNOPS PMM Infra perspective and oneUNOPS Projects training within (3) months from joining UNOPS.
A minimum of five (5) years of experience in implementing and managing infrastructure projects (Roads, Bridges, Health facilities, Buildings, Water services, Renewable energy and distribution, etc.) in combination with an advanced degree is required.
Experience in contract management is an asset.
Knowledge of FIDIC contracts is an asset.
Experience in writing reports, performing data analyses, and writing technical documents is an asset.
Strong analytical capabilities with the ability to manage tasks associated with the development of projects is desirable.
Experience in Financial planning, budgeting and resources management.
Experience in program/project planning and applying HSSE procedures is an asset.
Experience in developing Procurement strategies is an asset.
Experience in quality and risk management for infrastructure implementation projects is an asset.
Experience working in multicultural teams is desirable.
Experience in managing teams is an asset.
Experience in establishing partnerships with UN agencies, international development organizations, governments, foundations, international NGOs or private sector organizations is an asset.
Prior experience working in international organizations, international development, post-disaster and/or emergency contexts would also be an advantage.
Experience in Asia and the Pacific Region is desirable and a distinct advantage.
Experience in developing countries or post conflict environments is an asset.
Knowledge of quality assurance methodologies is an asset.
Proficient in MS Project and Schedule Analysis is desirable.
Technical acumen with the ability to understand and speak to technical project plans and documents is an asset.
Strong problem-solving skills are desirable
Language:
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.