National Programme Management Officer

Kiev

Organization: UNOPS - United Nations Office for Project Services
Location: Kiev
Grade: Junior level - LICA-9, Local Individual Contractors Agreement
Occupational Groups:
- Programme Management
- Project and Programme Management
Closing Date: Closed

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 8,000 personnel spread across 128 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS Office in Ukraine is established on the request from President of Ukraine Mr. Petro Poroshenko and in line with the Host Country Agreement with Ukraine signed on November 22, 2016.

The UNOPS Eastern Europe - Ukraine Office is an Operations Center for the delivery of services in Ukraine under Europe and Central Asia Region (ECR). At the same time the UNOPS Eastern Europe - Ukraine Office is expected to perform the role of UNOPS Eastern European Operational Hub as it will be providing support and coordination for UNOPS activities in the sub-region.

The purpose of the UNOPS Eastern Europe - Ukraine Office is to provide efficient and effective delivery of support to development, peace-keeping and humanitarian partners in Ukraine and other countries of the sub-region (Belarus, Moldova, Georgia, Armenia, Azerbaijan) through its national and regional programmes, as well as within the scope of global portfolios.

The UNOPS Eastern Europe - Ukraine Office will strengthen UNOPS capacity to support the Governments of the sub-region in their vital needs related countries development as well as provides better opportunity to access innovative sources of funding through interaction with institutional donors, charity organizations, IFIs, international business associations to implement social, economic, environmental and humanitarian projects in the sub-region.

The primary role of Programme Management Office (PMO) is to provide UNOPS Eastern Europe - Ukraine Office with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well.

The functions and services of the PMO include:

Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.
Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.
Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

The primary role of PMO is to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting as the overall Project Assurance capacity within the business unit on behalf of the Head of Office and Deputy Head of Office/Head of Programme (Executive). The PMO strongly contributes to moving the UNOPS Eastern Europe - Ukraine Office toward achieving its mission-focused goals and objectives.

Functional Responsibilities

Summary of functions:

Development and planning
Set-up and closure
Monitoring and reporting
Stakeholder engagement
Quality assurance
Knowledge management and innovation

1. Development and planning

At the request of the Head of PMO in Ukraine or UNOPS Eastern Europe - Ukraine Office management, within the defined limits of authority and as per delegated authority provides support and backup in:

As a part of the PMO team, provide analytical support for the strategic direction and oversight on programme and project management activities in line with service agreements and project documents; contribute to maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.
In close coordination with the DHO/HoP and HoPMO, identify key programme and project resource requirements
Provide analytical support to the proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the UNOPS Eastern Europe - Ukraine Office.
Contributes to the development and establishment of resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the UNOPS Eastern Europe - Ukraine Office.
Participates in the identification and anticipation in a timely manner of the potential risks and issues and proposes mitigating measures to the DHO/HoP and HoPMO.

2. Set-up and closure

Contribute to the development of the programme/project plans, including the collation of lower-level plans into programme/project-level milestones.
Analyze to the development, tracking and maintaining of dependencies.
Liaise closely with the Finance Manager in all project assets and finance related issues.
Support HoPMO in the process of project closure. If being nominated as Engagement Closure Manager (ECM), oversees supports and coordinates all project closure activities, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Notification Period, updating of information on the UNOPS MIS, and effective handover of closed projects to UNOPS HQ for financial closure processes.

3. Monitoring and reporting

Provide analytical and technical support in the development and implementation of Process Management and Information Management Systems to ensure proper monitoring and evaluation of Programme and project activities
Support preparations of the regular project reports in accordance with donor guidelines for reporting.
Contribute to the regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by UNOPS standard procedures.
Participates in the routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system (OneUNOPS) as required.
Participates in the routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.

4. Stakeholder engagement

Provide analytical support to the development of the stakeholder profiles and to the formulation of stakeholder engagement strategies.
Support the formulation of programme and project communications plans.
Contribute to the stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.

5. Quality assurance

At the request and in conjunction with the HoPMO, support PMO oversight of UNOPS Eastern Europe - Ukraine Office programme and project portfolio as assigned, establishing a direct relationship with relevant project managers to facilitate efficient delivery and management of portfolios;
Conduct regular financial variance analysis for the UNOPS Eastern Europe - Ukraine Office programmes and projects
Ensure compliance with UNOPS defined standards for programme/project management
Provide support to Programme and Project Managers with planning and execution of project deliveries according to best practices.
Assist Programme and Project Managers in the implementation of standard Project Management processes and tools
Contribute to the quality reviews of programme/project documents and deliverables.
Contribute quality control for management products (project documents, reports, etc.).
Work with internal audit and finance to ensure the programme complies with audit requirements.
Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.

6. Knowledge management and innovation

Support HoPMO in UNOPS Eastern Europe - Ukraine Office maturity enhancement initiatives, using the P3M3 as a baseline.
Support routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff and personnel.
Participate in, and advocate PMs' participation in, relevant Communities of Practice.
Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System.
Provides feedback to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies.
Contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

Performs other related duties as assigned.

Education

A Master’s Degree in Project Management, Business Administration, Economics, Finance or related field is required.

A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Certifications

UN Professional Certifications are highly desirable.

PRINCE2 Foundation is desirable.

Experience

A minimum of 2 years with master's degree OR 4 years with bachelor's degree of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation or oversight of programmes and projects s required.

Previous experience of working within a PMO environment is an advantage.

Detailed knowledge of UNOPS’ or UN project management tools, UNOPS or other UN organization financial and procurement rules and regulations, and financial management tools, is essential,

Experience with data analysis, management reporting and project management tools and information management systems.

Languages

Full working knowledge of English and fluency in Ukrainian and Russian is required.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Ability to work under pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural environment.
Ability to manage, organize, plan and implement work assignments, juggle competing demands and work under pressure of frequent and tight deadlines.
Strong analytical and problem solving skills and ability to handle a range of management and coordination issues.

Contract type, level and duration

Contract type: Individual Contractor Agreement
Contract level: National Specialist Level 9
Contract duration: 1 year initially, renewable subject to satisfactory performance and funding availability.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

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.
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.

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background information- ECR

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

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