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Project Manager

Bujumbura

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bujumbura
  • Grade: Mid level - IICA-2, International Individual Contractors Agreement
  • Occupational Groups:
    • Civil Society and Local governance
    • Project and Programme Management
    • Managerial positions
  • Closing Date: Closed

Background Information - Job-specific

The Project Manager 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 and exceed the organizations performance and delivery goals.

Concerning this specific Camp management project, UNOPS provides various services to the UN Compound in Bujumbura for its ongoing operations. These include the provision of electricity and water, cleaning services, maintenance, sewage and solid waste disposal, and security services etc.



Background information - DR Congo

The UNOPS office in the Democratic Republic of Congo (DRC) delivers services from its head office in Kinshasa and project offices in Goma, Kisangani and Lubumbashi. UNOPS in DRC serves the needs of the Government with funding from bilateral donors, the EU, International Financial Institutions and UN agencies.  UNOPS in DRC provides a wide range of project management and related services including procurement, contracts management, logistics, HR and financial management. UNOPS helps partners to achieve their project goals in sectors which include physical and social infrastructure, elections and the environment.

Functional Responsibilities

Purpose and Scope of Assignment

The project manager is responsible to produce/read the project initiation documents (PID), Legal Agreement 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 duties and responsibilities of the Project Manager Level 2 are similar to that of the Project Manager Level 3, with the difference in grades being determined by the project(s) level, complexity and level of responsibility of the specific position. A project manager at this level would normally be responsible for one or more UNOPS Level 2 project(s). A project manager at this level would likely be expected to manage a mid-sized project with mid-level risk or complexity. 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, with some degree of autonomy, 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/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

Partnership and programme development planning:

  • In collaboration with the CDOH Partnership development Advisor identify main partners, strategic positioning of UNOPS in the potential operational niches, to grow a pipeline opportunities in Burundi.  
  • Monitor and evaluate humanitarian and development trends and needs to identify areas of collaboration within UNOPS mandate and existing capacity.
  • Provide advice and feedback to UNOPS Hub and HQ on the development of framework partnership agreements that can increase opportunities at the regional level.

Procedures:

  • 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.

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: if applicable

  • Lead and motivate the project management 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 OC Director
  • 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.

Education

  • Advanced University Degree (Master’s or equivalent) in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline is required.
  • First level University Degree (bachelor’s or equivalent)  in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline in  combination with 2 additional years of relevant professional experience may be accepted in lieu of the advance university degree.
  • Secondary education in combination with relevant academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education
  • PRINCE2 Practitioner Certification – Preferred
  • Complete the UNOPS Project Management Foundation course (within one year after signing this TOR)

Experience

 Work Experience

At least five years of progressive experience in project development and management, with focus on monitoring, reporting, development and coordination in either public or private sector organizations is required.


Languages

Fluency in French is required Intermediate knowledge of English 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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
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

Below general Certifications, Contextual Skills and Project Management Skills are required:

Certifications

PRINCE2® Foundation (within one year after signing TOR)

Contextual Skills

International organisations experience

Management experience

Project Management Skills

Budget Management

Capacity Building

Client Management

Contracts Negotiation

Financial Rules and Regulations

Knowledge Management

Monitoring and Evaluation

Multistage Reporting

Project Design

Project Development

Project Management

Risk Analysis

Stakeholder Management

Develop project team

Add project specific competencies or required technical skills here


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