Deputy Project Manager

1. Project Delivery and Performance

2. Budget and Resource Management 

3. Personnel management

4. Procedures 

5. Monitoring and reporting

6. Stakeholder engagement

7. Quality assurance

1.     Project Delivery and Performance 

• Implement approved project plans (including the establishment of milestones) within the set tolerances

• Develop, complete, and update implementation plan(s) for infrastructure components.

• Embed sustainability dimensions, including social and gender inclusion, environmental and economic aspects, into the project life cycle.

• Manage the production of the required products, taking responsibility for overall progress and use of resources, and initiating corrective action where necessary

• Lead the timely and cost-effective implementation of the infrastructure products according to UNOPS goals and partner expectations, approved budget and full cost recovery.

• Authorize Work Packages

• Advise the Project Manager of any deviations from the plan

• Identify and anticipate in a timely manner, potential risks and issues and advise mitigating measures to the Project Manager and Head of Programme so that maximum benefit to partner(s) and other stakeholders is achieved.

• Act as the Employer’s Representative within the FIDIC works contracts.

• Liaise with any external suppliers or account managers.

• Monitor project progress, ensuring that work packages are being executed properly.

• Lead contract management duties including supplier performance evaluation and accept works delivered by suppliers.

• Manage and review product quality and ensure products are accepted

• Monitor and evaluate performance of service providers

• Identify and report potential demand for UNOPS services to the Project Manager.

2.     Budget and Resource Management

• Manage project budgets, allocations, and expenditures, ensuring efficient and effective use of resources.

• Track project expenditures and prepare financial reports.

• Identify and address any budget variances or financial irregularities.

• Develop and implement resource management plans to optimize resource utilization

• Ensure compliance with UNOPS financial regulations and procedures.

3.     Personnel Management

• Lead and motivate the project management team

• Ensure that behavioral expectations of team members are established

• Ensure that performance reviews are conducted

• Identify relevant performance issues and bring to the attention of the Project Manager 

• Promote teamwork, collaboration and diversity; providing clear direction, shared objectives and guidance to perform their duties responsibly, effectively and efficiently.

• Plan, recruit, manage and train the team as required, promoting best practices in infrastructure implementation, talent management and career path development.

• Take into account gender parity and diversity objectives.

• 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 own actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

• Support the Project Manager in identifying necessary resources to successfully deliver infrastructure products.

• 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.

4.  Procedures 

• Follow the Project Management Cycle Instructions and ensure that all organizational policy is compiled with (Organizational Directives and Administrative Instructions)

• Ensure preparation and maintenance of all project planning, monitoring and reporting requirements.

• Ensure that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).

• Manage construction 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, direct and shared charges, and related corporate charges as they apply to the project

• Understand the unique structures of the UN and budget appropriately for personnel

• Manage and remain accountable for expenditures against the budget (based on accurate financial reports)

• Manage infrastructure resources in accordance with UNOPS standards of ethics, integrity and accountability framework and financial sustainability.

• Draft the requirements definitions for procurement processes of infrastructure products. Taking part in technical evaluation committees, if appointed to the evaluation team.

• Ensure maintenance of the project files and lessons learned are recorded.

• Actively contribute to the implementation of financial control mechanisms as they relate to the delivery of infrastructure products, in conformity with UNOPS rules and regulations.

• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

5.  Monitoring and reporting

• Ensure that the project(s) produces the required products within the specified tolerance of time, cost, quality, scope, risk and benefits. 

• The Deputy Project Manager is also responsible for the project producing a result capable of achieving the benefits to the satisfaction of UNOPS and the Client. 

• Develop and maintain a comprehensive system for tracking and reporting on information management activities across the Country Office. This includes data collection, analysis, and dissemination of information related to project progress, challenges, and lessons learned.

• | - Prepare regular reports (weekly, monthly, quarterly) on information management activities, highlighting key achievements, risks, and recommendations for improvement.

•  Assist in the development of data visualization tools and dashboards to effectively communicate information to stakeholders.

• | - Track and report on the utilization of information management resources, including budget, personnel, and equipment.

• | - Conduct regular audits of information management systems and processes to identify areas for improvement and ensure compliance with UNOPS policies.

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6.  Stakeholder engagement

• In consultation with the Project Manager, establish solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders

• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products

• Report and advise the Project Manager  and the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance.

7.    Risk Management, Oversight and Quality assurance

• Identify and anticipate potential risks and issues related to the delivery of infrastructure products and advise on appropriate responses to mitigate risks and/or keep projects on track.

• Escalate critical issues / risks to the Project Manager and partners so that maximum benefit to partner(s) and other stakeholders is achieved.

• Lead the development and implementation of a comprehensive quality management strategy for infrastructure products (including business cases/strategies, projects plans, risk assessments and infrastructure-related documents such as site assessments, design package, contract management and works supervision documentation, as-build design, testing and commissioning reports, change orders, completion and handover certificate, etc.)

• Ensure document and knowledge management diaries and progress reports as required by the organization’s standard procedures.

• Establish performance management tools for tracking progress and quality of infrastructure products.

• Provide routine oversight, track delivery progress and projects status, evaluate performance criteria (scope, cost, schedule and quality), assist with and analysis of delivery data within the dashboard system.

• Work with the Programme Management Office (PMO) to establish a quality management system that takes into consideration segregation of roles.

• Provide technical advice and support to project teams, partners, beneficiaries across the multi-country office.