Position title Project Management Office Team Leader
Department/office AFR, ETOH, Ethiopia
Duty station Addis Ababa, Ethiopia
Contract type Local ICA Specialist
Contract level LICA Specialist-10
Duration One year
Application period 02-Nov-2016 to 17-Nov-2016
Background Information - UNOPS
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background Information - Job-specific
Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. In 2014, the UNOPS Executive Director decided to establish the UNOPS Ethiopia Operational Hub (ETOH), which manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti.
The primary role of Project Management Office (PMO) is to provide UNOPS ETOH Ethiopia 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 senior management. The PMO strongly contributes to moving the office towards achieving its mission-focused goals and objectives.
Functional Responsibilities
1. Development and planning
Provides appropriate levels of programmatic management and administrative support to the OH PMO TL and Head of Programme regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
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 Ethiopia Office.
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 office.
Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the OH Head of Programme.
Provide expertise for start-up of programmes or projects, planning and closing projects, conducting regular health checks;
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 OH Head of Support Services in all operations, finance and assets management issues.
For project closure purposes, acts as (or nominates and supervises) a focal point between the office and donors throughout the process.
Oversee and coordinate all project closure activities, 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 OneUNOPS and effective handover of closed projects to UNOPS HQ for financial closure processes.
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 anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the OH PMO TL and Head of Programme.
Provide routine oversight and analysis of delivery data within the dashboard system, using OneUNOPS 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 OH Head of Support Services and Finance Officer with necessary project analysis reports and information to support areas relevant to the project management team (i.e. Resource requirements of projects, Locally Managed Direct Costs projections, etc.).
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
Supports development of stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
Enable the formulation of programme and project communications plans.
Facilitate stakeholder engagement and communication, ensuring effective timing and inter-dependency management of communications across programmes and projects.
Ensure coordination of internal programme/project communications.
Monitor the effectiveness of programme/project communications.
5. Quality assurance
Support OH Head of Support Services, and work with internal audit and finance to ensure the programme complies with audit requirements.
Work with procurement personnel 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 OH PMO TL and Head of Programme in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation.
Ensures that programme team have an up to date understanding of the UNOPS Legislative Framework and ETOH procedures, as it pertains to their roles as PMO Team members.
Standardize and introduce economies of repetition in the execution of projects;
Ensure risk registers and issue logs are maintained within all projects; all projects go through a quarterly end stage review, or equivalent; All projects report on time and in accordance with legal agreements; Projects document Centre (PDCs) and share drive are regularly updated and maintained as appropriate;
6. Knowledge management and innovation
Act as a focal point for the office maturity enhancement initiatives, using the P3M3 as a baseline. Develop and implement standard procedures and work flows to improve quality and effectiveness of projects, and monitor their full implementation.
Ensure routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of relevant personnel.
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.
Work closely with the UNOPS Project Management Practice to introduce best practices and corporate compliance for project management under the JMPC programme, ensure common approach and frame of reference to project management process and practices as well as relevant project management tools;
Coach, mentor, train and otherwise support PMO Team members in fulfillment of their project support functions;
Act as an advisory resource for other programme personnel.
Education
A Master’s Degree in Project Management, Business Administration or related field (e.g. International Relations).
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.
PRINCE2 Foundation and Practitioner Certifications are highly desirable. MSP certification (Foundation and/or Practitioner) is an advantage.
Experience
A minimum of at least 5 years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects is required.
Previous experience of working within a PMO environment is an advantage.
Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is advantage.
Strong experience with data analysis, management reporting and project management tools and information management systems is required.
Proven experience in planning and implementing change projects within a project-based organization
Languages Fluency in English is required.
Competencies Core competencies:
Demonstrates integrity by modeling the UN’s values and ethical standards.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Treats all people fairly without favoritism.
Functional competencies:
Ability to work under pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural environment.
Ability to manage, organize, plan and implement work assignments, juggle competing demands and work under pressure of frequent and tight deadlines.
Strong analytical and problem solving skills and ability to handle a range of management and coordination issues.
Contract type, level and duration
his is a local position and therefore it is open to only Nationals of Ethiopia.
Contract type: Local Individual Contractor
Contract level: LICA 10
Contract duration:One year with possibility of extension (Subject for Satisfactory performance and funds availability)
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
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.
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
t 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.
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