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Project Management Office (PMO) - Specialist

Copenhagen (Denmark)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Copenhagen (Denmark)
  • Grade: IICA-2, International Individual Contractors Agreement - Mid level
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: 2020-10-27

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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 organisations.  With over 6,000 personnel spread across 80 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.

VIEMCO Background

The Vienna Multi-Country Office (VIEMCO) was set up in August 2019. Specifically, VIEMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

  • Infrastructure

  • Procurement 

  • Project Management (full service, back on track)

  • HR and Transactional Services

  • Grant Management 

  • Technical and Advisory Services

The primary role of Project Management Office (PMO) is to provide VIEMCO with the structures, tools and techniques needed to ensure that VIEMCO has the effective programmes and projects in place, its operational and change priorities are balanced, the appropriate governance and decision making is facilitated, and the MCO has the resources and capability to deliver its portfolio 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.

Accordingly, the PMO will 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 MCO on behalf of the Director. The PMO strongly contributes to moving the VIEMCOs toward achieving its business goals and objectives.

Functional Responsibilities


Development and planning 
  • Provide appropriate levels of programmatic management and administrative support to the portfolio, programme and projects teams regarding all ongoing project activities, while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

  • Directly contribute to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents, including supporting the MCO Director and HoSS, as well as the management team, with the organization of management, team and issue specific meetings. Ensure reports from such meetings are availed and provided in a timely manner.

  • Support MCO Director, HoSS and management with the establishment, monitoring and delivery of business and programme level strategies, plans, targets, indicators and work plans/budgets.

  • Facilitate identification, development, launch and inception of projects, programmes and initiatives across MCO, as needed and requested by the MCO Director, HoSS and management.

  • Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the MCO.

  • Develop and establish resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the MCO.

  • Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the MCO Director and management team.

Project set-up and closure
  • Facilitate the development of high-level programme/project plans, including the collation of lower-level plans into programme/project-level milestones.

  • Develop, track and maintain dependencies at the programme and portfolio project levels, and provide advice to PMs, as relevant.

  • Work closely and support the Head of Support Services, finance unit, BD focal points and other relevant officials in project setup and closure activities.

  • For project closure purposes, act as a focal point between the Multi Country Office and donors, as and where required.

  • Serve as a focal point and engagement closure manager where assigned to facilitate project closure activities, ensuring appropriate disposal of project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS ERP systems, and effective handover of closed projects to UNOPS HQ for financial closure processes.

Monitoring and reporting
  • Support management to ensure regular project and corporate reports are issued in accordance with donor guidelines and corporate standards.

  • Facilitate implementation of corporate standards, initiatives and requirements across MCO in coordination with the MCO Director and management team.

  • Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).

  • Ensure project documents including plans and progress reports are maintained as required by UNOPS standard procedures.

  • Coordinate the effective preparation and organization of office, portfolio and project level quality assurance and board meetings, and facilitate follow up as required.

  • Coordinate organizational risks and issues management at the business unit level and advise MCO management on mitigating and remedial actions. Provide risk and issue management support to programmes and project teams..

  • Provide routine oversight and analysis of delivery and project closure data, audit and compliance issues, as well as business unit, operational, and project level issues, risks and lessons learned within the dashboard systems, using UNOPS ERP systems and others, as required.

  • Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme and project activities, in line with logical frameworks.

  • Within the context of monitoring and evaluation, ensure all projects submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and track progress.

  • Provide editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.

  • Provide the Head of Support Services with necessary support, facilitation and analysis to support MCO’s management functions, as well as effective project delivery and operations.

  • Coordinate and oversee the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

Stakeholder engagement
  • Facilitate development of stakeholder profiles and facilitate the formulation of stakeholder engagement/communications strategies and plans at the office, programme and project levels, as per donor and corporate requirements.

  • Help coordinate stakeholder engagement and communications, ensuring effective timing and interdependency management of communications across programmes and projects.

  • Help coordinate internal programme/project communications.

  • Monitor the effectiveness of programme/project communications, and provide management with advice on potential improvements.

Quality assurance
  • Work with HoSS, and internal audit and finance teams to ensure the programme, portfolio and projects comply with audit requirements.

  • Work with the operations units and personnel to ensure alignment with programme and project needs/requirements.

  • Ensure compliance with UNOPS standards for corporate/programme/project management.

  • Coordinate quality reviews of programme/project documents, plans and reports.

  • Provide quality control for management products (project documents, reports, etc.) as and where required.

  • Assist the MCO Director and management team in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation.

Education/Experience/Language requirements

Education:

A Master’s Degree in Project Management, Business Administration or related field (e.g. International Relations).

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.

Experience:

A minimum of least 5 years of relevant and progressive professional experience, specifically in the field of Project or Programme Management with experience of successful implementation and/or oversight of programmes and projects.

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

Knowledge of UNOPS’ project management methodology and tools, UNOPS financial and procurement rules and regulations, and financial management tools, is preferred.

Strong experience with data analysis, management reporting and project management tools and information management systems is required.

Language Requirements:

Full working knowledge of English is essential. 

Fluency in one or more additional official UN languages, including Russian, is an advantage.


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.

Contract type, level and duration

Contract type: ICA
Contract level: IICA2 (ICS-10)
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

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 

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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