Project Manager - Procurement related projects

The UNOPS Hub in Amman implements projects on behalf of UN agencies and bilateral donors and in close coordination with the Government and national authorities. With an established presence across the region, the office runs operations including large-scale procurement, project development and technical management, and provides financial, human resources and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, so as to achieve the outcomes sought by the clients.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

UNOPS is committed to achieving a fully diverse workforce.

The Project Manager (PM) reports to the Head of Programme at the Amman hub and is responsible for the day-to-day operations of the project(s) and provides services to the different donors, partners and beneficiaries. He/she is expected to meet the organizations performance and delivery goals.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

UNOPS is committed to achieving a fully diverse workforce.

The project manager is responsible to manage a portfolio of procurement-related projects. The project manager is required to produce/read the project initiation document(s) (PID), Legal Agreement(s) and have a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders to ensure the project(s) products are capable of meeting the business cases for both UNOPS and the client. Success of the project(s) and hence Project Manager will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.. The project would rely on a number of external suppliers for its successful delivery, managing tight timeline with some flexibility. The project manager is responsible for all aspects of the project life cycle. S/he must be able to apply the below duties and responsibilities of the project success criteria:

Stakeholder Management:

• 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
• 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 the Project Board/Head of Programme and the OC Director and the project(s)

Delivery and Performance:

• Develop and maintain project plans
• Implement approved project plans (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 cycle.
• Manage the production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary
• Liaise with any external suppliers or account managers
• Authorize Work Packages
• Advise the Project Board and OC Manager of any deviations from the plan
• Identify and manage risks so that maximum benefit to client and stakeholders is achieved
• Manage and review product quality and ensure products are accepted
• Monitor and evaluate performance of service providers
• Identify and report potential business opportunities for UNOPS to supervisor
• Identify and report threats to UNOPS internal business case to supervisor

Procedures and Compliance:

• Follow the Project Management Cycle Instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions)
• Prepare/adapt the following plans for approval by the Project Board:  I. Project Initiation Documentation; II. Stage/Exception Plans and relevant Product Descriptions
• Prepare the following reports:

                i.            Highlight Reports

               ii.            End Stage Reports

               iii.            Operational Closure Checklist

               iv.            End Project Report

               v.            Handover Report

• 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).
• 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 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.

Procurement:

The project manager in consultation with the relevant stakeholders and units in the Amman Operational Hub will,

• Assist in preparing amendments of Agreements and budget revisions when applicable;
• Review and input of financial information, expenditures etc in OneUNOPS;
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of OneUNOPS based management information systems to  ensure real time tracking and asset management under the project activities;
• Liaise with the Finance Unit to process and monitor all payment requests within the Project;
• Monitor all Procurement and HR requirements and related activities under the Project;  
• In full coordination with the Head of Programme organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings;
• Maintain records of project files and Activity reports in hard and soft copy;
• Prepare budget forecast and periodic financial reports as requested;
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts;
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements;
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action;
• Contract management of all contracts (Procurement, Service Contracts etc) under the Project;
• Proactively coordinate/liaise with support units on all operational matters related to the project(s) under responsibility;
•  Timely and duly prepared procurement plans for every project under responsibility while monitoring their implementation;

Knowledge Management:

• Participate in the relevant Communities of Practice
• Actively interact with other PMs and the PM community to share case studies, lessons learned and best practice on the Knowledge System.
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
• Complete lessons learned as per reporting format
• Incorporate lessons learned from others as per planning format

Personnel Management:

• Lead and motivate the project team
• Ensure that behavioural expectations of team members are established
• Ensure that performance reviews are conducted
• Identify outstanding staff and bring them to the attention of the Head of Programme
• 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

 Core Values and Principles:

• Understand and respect UNOPS sustainability principles

           I.            Look for ways to embed UNOPS sustainability principles in day to day project management

          II.            Seek opportunities to champion gender equality at work place

          III.            Champion and communicate project’s sustainability aspects with key stakeholders

• Understand and Respect National ownership and capacity

            i.            Understand the principles of the Paris Declaration on aid effectiveness and mainstream                          them into the project plans

           ii.            Seek opportunities to recruit qualified local staff

           iii.            Look for ways to build capacity of local counterparts

• Partnerships and Coordination Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system

            i.            Strive to build strong partnerships and effective coordination among relevant project actors                           (e.g. United Nations, governments, and non-governmental organizations or other relevant
                          partners)

• Accountability for results  and the use of resources

            i.            The project management processes are designed to deliver maximum accountability,                           transparency and results. If a project or processes is not in line with this, it is the
                          responsibility of the PM to raise the issue with  a supervisor

• Excellence

             i.            Contribute to innovation and the adaptation of best practice standards of sustainability and                            quality. 

• Advanced University Degree in Project Management, Business Administration, International Relations, Development/ Social Studies is required.
• University degree bachelor’s degree in same disciplines with combination of 7 years of relevant professional experience may be accepted in leiu of the advance university degree.

• 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 7 years of progressive experience required in project management. Experience of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in either public or private sector organizations.
• Experience in procurement related projects is an asset.
• UN Work experience is an asset.
• International organizations experience is an asset
• Experience in and knowledge of the Middle East Region is an asset

PRINCE2® Foundation is required. PMP or PRINCE2 Practitioner certification is an asset.

• 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.  
• It 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.