UNOPS, Islamabad, Pakistan
Closing Date for Applications:
- Under the direct supervision and guidance of the Head of Support Services, UNOPS AFOH, and in close consultations with the UNOPS AFOH Project development and Partnerships team and the Human Resources Manager, the Project Manager shall be responsible for all aspects of the project life cycle.
- Particular responsibilities include financial planning and oversight especially in the distribution of entitlements to clients’ staff on a timely basis, as well as supporting and overseeing capacity building of the Project’s operational staff capacity during the project.
Summary of specific responsibilities of the Project Manager include, but not limited to:
- Provide administrative oversight to the project and manage operational business processes, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures covering the Individual Contractor Agreement (ICA), the Procurement Manual and the Financial Rules and Regulations;
- In coordination with the HR Specialists (HRS), provide supervision and guidance to the project HR team in ensuring timely recruitment and mobilization of personnel, contract management under the ICA partner personnel policy, administration of entitlements (as applicable), performance management and activities up to separation;
- Provide assistance in drafting work plans and work specifications for project staff.
- Assist and contribute to the facilitation of knowledge building and knowledge sharing within the project team;
- In coordination with the Project Support Associate (PSA), ensure adherence to, and implementation of the procurement plan in all its components, while ensuring efficient utilization of resources in accordance with the UNOPS Procurement Manual;
- Monitor timely completion of all procurement activities and mobilization of goods and services to the project and ensure proper management of assets, facilities and logistical services;
- In coordination with the PSA and Finance Assistant (FA), ensure sound accounting practices and appropriate financial management in compliance with UNOPS Financial Rules and Regulations as well as specific donor requirements;
- Review, analyse and clear payment requests, funds transfers, and financial reports in consultation with the FA;
- Perform budget revisions in close coordination with the PSA and FA;
- Ensure full functionality of IT and communication systems within the project;
- Compile regular lessons learnt and disseminate among staff to improve delivery of operation support;
- Monitor the progress of all activities and results against plans and targets as specified in the project document;
- Monitor project risks and capture the same in the risk logs and implement mitigating measures;
- Responsible for identifying issues and requests for change by maintaining the issues log;
- Implement and when required, develop, a fully-functional records management and archive system for the entire project;
- Perform any other tasks as may be assigned
Specific duties include;
Stakeholder Management and Partnership Development:
- Establish solid working relationship with the client and key stakeholders, and project board (Executive, Senior Users and Senior Suppliers), as applicable
- Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
- Advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance)
- Manage the information flows between project key stakeholders, and UNOPS (e.g. PMO) and the project personnel
- Responsible in strengthening and expanding the UNOPS operation in Pakistan, with emphasis on operational services to UN agencies in Pakistan.
- Proactively liaise with relevant Government authorities, and donors to identify their objectives, deliver solutions, create entry points/opportunities and materialize UNOPS services to UN agencies, national and sub-national governments, as well as donors.
Delivery and Performance:
- Implement approved project plans (including the establishment of milestones), ensure overall progress with quality and take remedial action as needed
- Liaise with any external suppliers or account managers.
- Identify and manage risks so that maximum benefit to client and stakeholders is achieved
- Manage and review product quality ensure products are accepted
- Monitor and evaluate performance of service providers
- Identify and report potential business opportunities for UNOPS to supervisor
- Ensure that the project is fully supported with high-calibre personnel and that recruitment and mobilization activities are done in a timely manner.
- On a regular basis, assess the progress of all procurement and logistical services ensuring risks are captured and mitigating measures are implemented. Sound financial management within the project is paramount and must be regularly monitored.
- Timely and accurate reporting to donors and clients on project progress: Semi-annual and Annual Reports as per the legal agreement with the Client, Operational Closure Checklist,Handover Report, Arrange for Quarterly Financial Statements as per the legal agreement with the Client
- Maintain the following: i. Electronic Blue File; ii. Procurement, HR and Finance files as required by those practices as per OD12.
- Ensure that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).
- Understand the unique structures of the UN and budget and charges appropriately
- Manage and remain accountable for 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.
- Complete lessons learned as per reporting format
- Incorporate lessons learned from others as per planning format
- Lead and motivate the project management team
- Ensure that behavioural expectations of team members are established
- Ensure that performance reviews are conducted
- Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff)
- Select, recruit and train team as required by project plans
- Perform the Team Manager role, unless appointed to another person(s)
- Perform Project Support role, unless appointed to another person or corporate/programme function
- Ensure safety and security for all personnel and comply with UNDSS standards
- Establish full project office capacity in the UNOPS office in Islamabad
- Manage project commitments, ensure effective application of project management tools, and monitor achievement of results and other benchmarks
- Manage contractors’ performance while ensuring full compliance with the terms of contract and advising the contractors on best practices to overcome constraints
- Ensure timely preparation and submittal of comprehensive project reports on a regular basis or as may be requested on an ad-hoc basis by the Hiring Manager and/or project stakeholders
- Ensure the effective and accurate archiving of project material in accordance with the UNOPS Records Retention Policy
- Ensure effective management and operations of UNOPS office, supervision and oversight of UNOPS project staff
- Ensure effective coordination of project activities with all project stakeholders, including the Clients
Financial Resources Management
- Ensure integrity of financial systems, review of budget requirements and the consistent application or rules and regulations
- Proper planning, expenditures tracking and audit of financial resources in accordance with UNOPS Financial Rules and Regulations
- Organization and oversight of project cash management processes, including liquidity management, timely accounting and reconciliation of all transactions, security for cash assets on site
- Routine monitoring of financial exception reports for all activities and transactions, and ensure that burn rate is in accordance with the project budget and forecast; oversee and place internal control mechanisms to avoid over-expenditures
Procurement and Logistical Services Management
- Compliance with UN/UNOPS rules and regulations in the field and management of the procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement
- Management of the contract strategy including tendering processes and evaluation, managing the contract and contractor, as well as legal implications. Oversight of procurement processes and logistical services in accordance with UNOPS rules and regulations
- Establish procurement procedures for deployment of the equipment as stipulated in the project agreement (vehicles, computers and other equipment as described therein).
- Ensure proper management of project assets, facilities and logistical services.
- Provide integrated administrative support to staff and service providers in terms of premises, maintenance, logistics, office space, equipment, supplies, contract processing, reporting and control;
- Support the procurement activities covering search of potential suppliers; prepare request for quotation, draft bidding documentation, prepare evaluation charts; participate in meetings with service providers, and advise on selection of suitable suppliers; prepare request for contract and liaise with UNOPS staff on the issuance of contract; ensure delivery of goods and services; maintain roster of suppliers, inventory and follow-up on the status of payment of goods and services procured as per approved contracts;
- Perform security check at office level, ensure proper functioning of fire alarm, provide first aid and undertake precautionary measures as required under civil responsibility.
- Provide assistance in the maintenance of the office, assembling of new equipment, proper cable connection, locate areas requiring repairs and perform related tasks or liaise with service providers where necessary
- A Bachelor’s Degree in Project Management, Business Administration or a relevant field of study.
- PRINCE2 certification, at least at Foundation level, is highly desirable
- Complete the UNOPS Project Management Foundation course (within one year after signing this TOR)
- A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.
- At least seven years (or more based on academic credentials) of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in either public or private sector organizations.
- Knowledge of UN/UNOPS rules and regulations is a distinct advantage
- Advanced verbal and written English skills, fluency in local language