Unit Chief - Project, Governance, Management and Administrative Services
Vacancy no.: RAPS/1/2020/INFOTEC/02
Publication date: 18 June 2020
Application deadline (midnight Geneva time): 20 July 2020
Job ID: 3796
Organization Unit: PGMS
Contract type: Fixed Term
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
- External candidates.
Staff members with at least five years of continuous service with the Office are encouraged to apply.
Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).
Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: https://jobs.ilo.org/content/Non--and-under-represented-member-States/
In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.
The position is located in the Project Governance and Management Services (PGMS) Unit within the Information and Technology Management Department (INFOTEC). INFOTEC provides modern, secure, and reliable IT infrastructure, technologies, applications and services to enable the ILO to effectively use technology to perform its mission.
The PGMS Unit provides a wide range of support such as a centralized project coordination function, Project Management Office (PMO) to systematically evaluate the business case behind project initiatives, looking at strengths, risks, costs, benefits and the total cost of ownership; provision of management capacity for various IT projects with departmental and/or global impact. It also performs the Management Support Unit (MSU) functions such as planning and budgeting of departmental resources, execution of all business events that have financial and programmatic impact, their monitoring and reporting, centralized purchasing, billing and reconciliation for IT hardware, software and maintenance contracts Office-wide, and managing projections and spending of recurring fixed costs. Finally, the Unit also leads complex cross-functional IT projects for the Office.
The position leads the PGMS Unit within INFOTEC and reports to the Director of INFOTEC.
- Lead and manage the PGMS Unit and its staff ensuring effective development and delivery of the work plan, in line with the relevant outcomes and targets specified in the Office’s IT strategy.
- Provide strategic and tactical advice to senior management and develop Office-wide policies and procedures on programme and project planning and execution. Promote PMO recommendations and persuade management to implement them based on specific needs, and where proposals involve substantial resources and require extensive changes to established procedures.
- Manage the ILO’s IT project portfolio. Assess project/programme feasibility, cost/benefit and case analyses, business value justification and available resources and provide comprehensive recommendations to senior management based on strategic priorities of the Office. Monitor progress toward organizational goals and make adjustments as necessary. Identify, diagnose, categorize and mitigate risk as required.
- Lead implementation of critical projects involving multiple departments at headquarters and in the field to ensure timely, cost-effective and efficient implementation, as well as achievement of strategic and operational objectives of the Office.
- Lead internal business process reviews, define process, procedure and tool improvements for cross-functional INFOTEC activities.
- Coordinate departmental preparation of cost estimates for programme and budget exercises, institutional investments and Office-wide IT service charge model. Review, monitor and verify allocations of all departmental funds and their use in accordance with ILO rules and regulations. Coordinate quarterly expenditure reviews and slippage allocations. Organize and supervise biennial closure for the department, reconciliation and reporting on relevant items to FINANCE.
- Provide financial guidance, supervision and support of INFOTEC-led Office-wide processes such as centralised purchasing of IT equipment and official mobile phones, draft necessary guidelines and procedures. Coordinate timely renewals of waivers and contracts for enterprise-wide software licences and their allocation to users.
- As a member of the INFOTEC Management Team, represent the Unit in IT steering committees, governance and oversight boards.
- Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
- Provide leadership and vision for the work unit.
- Responsible for programme development and evaluation. Establish priorities and objectives for the work unit and organise resources to achieve the objectives.
- Formulate the Programme and Budget proposals, and implement decisions that impact upon the cost-effective management of the department, programme or sector. Develop a variety of criteria to measure programme effectiveness. Supervise administrative services for a large department or sector.
- Contribute as a strategic member of the management team and prepare documents of a conceptual, strategic and policy nature. Conceptualise, design and develop a range of services, tools and related support activities. Plan, organise and supervise the preparation and production of technical and administrative documents and/or major publications.
- Provide policy advice on a broad range of matters including cooperative arrangements involving work activities between programmes, departments or sectors; personnel and financial matters; and quality control. Identify, analyse and document experienced gained from delivery of services, implementation of development cooperation and other developmental activities undertaken.
- Plan and coordinate activities with other organisations and/or institutions.
- Assess needs, design and implement activities in coordination with the field and constituents. Evaluate activities undertaken in the field and provide feedback. Coordinate development cooperation activities for a large department or sector.
- Represent the work unit and the office in internal and external meetings as regards policy questions.
- Manage and coordinate large meetings or special events.
Advanced university degree in Management, Business, Administration, Engineering, IT or other related field. Valid practitioner certification in the area of project management (e.g. PMP, Prince2 etc.) is required.
At least ten years of progressively responsible experience in project management, change management or budget management of which at least seven years at the international level. Demonstrated experience managing large-scale, cross-functional projects in a matrix environment. Extensive experience managing large budgets and working with Enterprise Resource Planning (ERP) systems.
Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of a second official language.
In addition to the ILO core competencies, this position requires:
Seasoned knowledge of the broad range of technical subject areas dealt with by the work unit/ programme. Excellent analytical and problem-solving skills. Excellent knowledge of project management methodologies and best practices, including planning, estimating, risk and issue management, reporting, and escalation. Ability to oversee and manage multi-departmental projects involving headquarters’ units and external offices. Sound knowledge of managing competing short-term urgent requests, negotiating resources, and negotiating priorities with project stakeholders.
Sound knowledge and experience in change management initiatives, and business process reengineering methodologies and financial management. Ability to identify trends, draw conclusions and to demonstrate to management the advantages of introducing new policies and procedures. Ability to evaluate potentially competing demands for resources and assist the Director to identify appropriate ways to allocate the resources. Excellent communication and presentation skills. Negotiation skills. Computer skills. Excellent coaching, training and consultancy skills.
Ability to provide authoritative advice. Ability to represent the Organisation and to present positions and papers in meetings and committees. Ability to prepare high quality and technically sound reports, revise and draft policy documents for the Governing Body.
Excellent knowledge of financial rules and regulations. Seasoned knowledge of the Office’s policies, administrative procedures and practices. Ability to formulate guidelines and policies.
Excellent skills in programme development, execution, monitoring and evaluation. Proven skills and ability in advising and guiding staff on policies, procedures and practices.
Excellent supervisory, organizational and management skills. Proven ability to drive delivery and motivate staff within and outside of own unit. Demonstrated ability to develop, seek funding, implement, evaluate and coordinate activities of the work unit/ programme or project.
Tact and persuasiveness in dealing with people. Excellent client service attitude and behaviour. The ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Conditions of employment
- Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
- The first contract will be issued for a twenty-four month period.
- A successful external candidate will be on probation for the first two years of assignment.
- Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.
For more information on conditions of employment, please visit: https://jobs.ilo.org/content/International/
Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at firstname.lastname@example.org
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.