Project Manager (Procurement)

Summary of functions:

1. Project Delivery and Performance
2. Procedures 
3. Monitoring and reporting
4. Stakeholder engagement
5. Quality assurance
6. Knowledge management and innovation 
7. Personnel management

• Develop, maintain, and update project implementation plans in line with agreed timelines, scope, and deliverables.
• Implement approved plans, including defining and monitoring key milestones, within the tolerances set by the Project Board.
• Ensure sustainability considerations are embedded throughout the project cycle, with attention to gender inclusion, environmental impact, and local economic benefit.
• Oversee the timely delivery of project outputs, ensuring efficient use of resources and initiating corrective actions as needed to stay on track.
• Monitor the quality of work packages and deliverables to ensure compliance with the standards outlined in the Implementation Plan.
• Coordinate with suppliers, contractors, and service providers to ensure timely and effective delivery of goods and services.
• Manage the acceptance of deliverables and ensure that handovers meet contractual and technical requirements.
• Track project progress against work plans and flag delays or issues for resolution.
• Manage changes to work packages and ensure proper documentation and communication of approved variations.
• Conduct acceptance checks for goods, services, or works and ensure that deliveries are aligned with specifications.
• Oversee contract management, including tracking supplier performance and raising any concerns with relevant teams.
• Identify risks and issues early and propose practical mitigation measures to the Project Board or Country Office to ensure continued progress and partner satisfaction.

• Ensure compliance with UNOPS policies and procedures, including the Project Management Manual and relevant partner agreements.
• Prepare or adapt project plans, work schedules, and reporting formats for review and approval by the Project Board.
• Fulfill reporting obligations as outlined in the Implementation Plan and legal agreements, ensuring timely submission of narrative and progress reports.
• Contribute to procurement planning by drafting technical inputs for procurement documents and participating in evaluation processes as required.
• Ensure project documentation is properly maintained, including project files, decisions, and records of lessons learned.
• Monitor project finances in coordination with the support team, ensuring proper budget use and alignment with UNOPS financial rules and procedures.
• Track obligations, payments, and cash flow to support timely delivery and ensure contractors and personnel are paid in line with agreed terms.
• Provide inputs to financial reports, support the review of expenditures against budget, and flag any discrepancies for action.
• Where financial authority is not delegated, coordinate closely with the designated finance or procurement focal points to ensure actions are carried out in line with project needs.
• Support project closure by organizing proper handover of documentation and coordinating with the closure manager.
• Assist with project audit activities by facilitating access to information, preparing relevant documentation, and supporting the implementation of audit recommendations.

• Prepare and submit timely project and financial reports in accordance with UNOPS and partner reporting requirements.
• Monitor overall project progress, reviewing key performance indicators related to scope, cost, schedule, and quality.
• Maintain accurate project records, including diaries, meeting notes, and progress logs, as per UNOPS procedures.
• Regularly analyze project delivery data and ensure information is accurately reflected in internal dashboards and tracking systems.
• Coordinate with project team members to ensure milestones and performance targets are regularly updated and tracked throughout the project life cycle.

• Maintain stakeholder profiles and support the development of stakeholder engagement and communication strategies.
• Build and maintain effective working relationships with the Project Board, client representatives, suppliers, and other key stakeholders.
• Contribute to the development of project communication plans and ensure timely and consistent sharing of project updates.
• Coordinate day-to-day communication with internal and external stakeholders, ensuring alignment on project timelines, decisions, and deliverables.
• Monitor the effectiveness of communication activities and ensure stakeholders are informed of project progress, key developments, and handover arrangements.

• Coordinate with internal stakeholders to ensure that project implementation aligns with UNOPS quality standards and complies with audit and compliance requirements.
• Collaborate with procurement and administrative staff to ensure that suppliers’ quality systems and deliverables meet project specifications and expectations.
• Support and coordinate quality reviews of key project documents, work packages, and deliverables, including technical specifications, training materials, and reports.
• Conduct basic quality control checks on project outputs, ensuring clarity, consistency, and alignment with project objectives before submission to the Project Board or partners.
• Proactively identify quality-related issues and recommend practical corrective actions to maintain project standards and stakeholder satisfaction.

• Lead and support the performance of the project team, providing clear direction and day-to-day supervision where applicable.
• Set and communicate expected standards of behavior, professionalism, and accountability within the team.
• Ensure timely and fair performance reviews are conducted for project personnel under supervision, in line with UNOPS procedures.
• Support the recruitment, onboarding, and training of project staff and consultants, with attention to gender balance and diversity objectives.
• Promote a safe and secure working environment for all project personnel, ensuring compliance with UN security policies and UNDSS guidance.
• Foster a culture of inclusion, respect, and accountability. Promote and uphold UNOPS policies on zero tolerance for discrimination, harassment, abuse of authority, sexual exploitation, and abuse.