Organization: UNOPS – United Nations Office for Project Services
Location: Addis Ababa
Grade: Junior level – LICA-9, Local Individual Contractors Agreement
Occupational Groups:
Project and Programme Management
Managerial positions
Closing Date: 2024-04-29
Job categories Project Management
Vacancy code VA/2024/B5333/27915
Department/office AFR, ETMCO, Ethiopia MCO
Duty station Addis Ababa, Ethiopia
Contract type Local ICA Specialist
Contract level LICA Specialist-9
Duration Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period 16-Apr-2024 to 29-Apr-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
The Project Manager (Transactional) is responsible for:
the day-to-day operations of the project and provides services to the different donors, partners and beneficiaries. 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 Manage 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 organisation’s performance and delivery goals.
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) outputs are capable of meeting the business cases for both UNOPS and the partners.
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
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.
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
Accept goods, services or works 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
2. Procedures
Comply with all organizational policy 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. 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
Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
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.
3. Monitoring and Reporting
Prepare and issue regular project 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.
4. Stakeholder Engagement
Manage stakeholder mapping and facilitate the formulation of stakeholder engagement strategies.
Manage engagement with project stakeholders across local authorities, central government and other humanitarian actors to establish strong working relationships.
Prepare communication to stakeholders and respond to stakeholder enquiries.
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. 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.
5. Personnel Management
Lead and motivate the project management team (as needed).
Ensure that behavioural expectations of team members are established
Ensure that performance reviews are conducted fairly, accurately and timely
Select, recruit and train the 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, harrasment, 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.
6.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 Practise 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 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, 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.
IV. Impact of Results
The Project Manager (Transactional) 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 (Master’s Degree or equivalent) in Project Management, Business Management, Development Studies, Procurement/Supply Chain Management or other relevant disciplines is required.
A first University Degree (Bachelor’s Degree or equivalent) in Project Management, Business Management, Development Studies, Procurement/Supply Chain Management in combination 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 Foundation, PRINCE2 Foundation PMI or equivalent) is an asset.
Experience:
A minimum of two (2) years progressive demonstrated experience in a Project/Programme Management role in the delivery of development projects is required;
Working knowledge of project management software tools and applications is an asset;
Demonstrated experience managing multidisciplinary teams is an asset;
Experience in developing and successfully implementing stakeholder engagement plans is a distinct advantage.
Past experience with procurement of goods/services is a distinct advantage;
Knowledge of the UN system and familiarity with UNOPS procedures is an advantage;
Strong Writing and reporting skills are an asset.
Experience in risk management is an asset.
Strong problem-solving skills are an asset.
Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.
Language Requirements:
Fluency in written, reading and spoken English is required.
Fluency in written, reading and spoken Amharic language is required.