Under the overall guidance of the Director Amman Operational Hub, under the direct supervision of the Head of Programme, and in coordination with the Hub Infrastructure Specialist (Senior Quality Engineer) and the Officer in Charge (OiC)/Partnerships and Coordination Specialist in Lebanon; the Project Manager (PM) will be responsible for all aspects of the project life-cycle in accordance with the Project Document, the legal agreement between UNOPS and the donor, and in compliance with Project Management Manual (PMM) as well as the Organizational Directives and Administrative Instructions on Project Management.
The PM must be able to undertake independently, the following tasks:
Summary of functions:
1. Project Delivery and Performance
2. Procedures
3. Monitoring and reporting
4. Stakeholder engagement
5. Quality assurance
6. Knowledge management and innovation
7. Personnel management
1. Project Delivery
and Performance
●
Ensure the preparation and delivery of all the project’s elements and
activities mentioned in the project document/ legal agreement.
●
Ensure timely planning and implementation of the project’s activities,
ensuring that the project’s goals and objectives are accomplished within the
prescribed scope of work, timeframe (schedule) and the agreed funding
parameters (budget).
●
Study and/ or prepare the scope of works, budgets, terms of
reference, contracts and all technical requirements of the engineering design and
implementation phases;
●
Prepare and analyse all project documents, and ensure compliance with
specifications in accordance with relevant codes and national standards as well
as good engineering practices.
●
Review project designs in terms of accuracy, suitability to overall
design requirements, including identifying improvements in the designs and be
able to propose practical solutions and alternatives. Also, the PM is
responsible to submit the final designs to the Design Review team at UNOPS HQ
and obtain the Design Review Certificate.
●
Develop, complete and update implementation
plan(s) on a monthly/ quarterly basis, as applicable.
●
Implement and control the approved plan (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 span.
●
Manage and oversee the production of the required outputs, taking
responsibility for overall progress and use of resources and initiating
corrective action where necessary.
●
Ensure that quality of work packages and deliverables complies with the
quality requirements defined in the Implementation Plan.
●
Liaise with any external suppliers/contractors/partners.
●
Manage acceptance and delivery of work packages.
●
Monitor project progress ensuring that work
packages are being executed properly.
●
Control project and work packages changes.
●
Accept goods, services or works delivered by
suppliers/contractors.
●
Lead contract management duties including
supplier performance evaluation.
●
Identify, and anticipate in a timely manner,
potential risks and issues and advise mitigating measures to the senior
management/ Project Board so that maximum benefit to partner(s) and other
stakeholders is achieved.
●
Identify and report to the supervisor potential
business opportunities for UNOPS.
2. Procedures
●
Comply with all organizational policy and
specifically the Project Management Manual
●
Prepare/adapt all relevant plans for approval by
the Project Board.
●
Manage the reporting obligations defined in the
Legal Agreement(s) and in the Implementation Plan.
●
Ensure maintenance of the project files and
lessons learned are recorded.
●
Ensure the development and implementation of
project financial management guidelines and control mechanisms, in conformity
with UNOPS rules and regulations.
●
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 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.
●
For project closure purposes, provide a formal
handover of the project to the closure manager.
●
Support project audit activities, including
planning, preparation and coordination during the audits and follow up on audit
observations/recommendations.
3. Monitoring
and reporting
●
Prepare and issue regular project and/or financial
reports in accordance with Partner and UNOPS requirements for reporting.
●
Regularly review project status, evaluating
performance criteria (scope, cost, schedule and quality).
●
Maintain diaries and progress reports as
required by the organization’s standard procedures.
●
Provide routine oversight and analysis of
delivery data within the dashboard system.
Ensure all project team members track and regularly update milestones and
targets for the duration of projects' life span.
4. Stakeholder
engagement
●
Develop stakeholder profiles and facilitate the
formulation of stakeholder engagement strategies.
●
Establish solid working relationships with the Project
Board (Executive, Senior Users and Senior Suppliers), donor and key
stakeholders
●
Enable the formulation of project communications
plans. Coordinate internal project communications. Monitor the effectiveness of
project communications.
●
Coordinate stakeholder engagement and communication, ensuring effective
timing and interdependency management of communications. Ensure stakeholders
are aware of project activities, progress, exceptions and are in a position to
accept handover outputs.
●
Represent UNOPS at the relevant coordination and working group meetings
to ensure the coordination of project activities on a national level with all
relevant partners.
5. Quality
assurance
●
Work with internal stakeholders to ensure
projects comply with audit requirements.
●
Work with procurement/purchasing staff to ensure
effective interface with suppliers' quality systems.
●
Coordinate quality reviews of project documents
and deliverables.
Provide quality control for management outputs (project documents, reports,
etc.).
6. Knowledge
management and innovation
●
Encourage routine and effective capacity
building activities are conducted in order to build the long-term and
sustainable capacity of staff.
●
Actively interact with other Project Managers
and the wider PM community to share case studies, lessons learned and best
practices.
●
Contribute to the oversight of lessons learned
procedures, ensuring that lessons learnt are shared in a timely and appropriate
manner. Participate in the relevant Communities of Practice and currents
●
Research and logging of lessons learned throughout
the project life span.
Provide feedback to Practice Groups on policy, supporting guidance with an
aim towards continuous improvement of UNOPS policies.
7. Personnel
Management
●
Lead and motivate the project team.
●
Ensure that behavioural expectations of team
members are established.
●
Ensure that performance reviews are conducted
fairly, accurately and timely.
●
Select, recruit and train team as required and take
into account gender parity and diversity objectives.
●
Ensure safety and security for all project
personnel and comply with UNDSS standards.
Create, foster and role model a culture of respect and zero tolerance for
discrimination, abuse of authority, harrasement, sexual harrasement and sexual
exploitation and abuse. Ensure accountability for actions and perform duties in
accordance with protection mechanisms and action plans, as expected by UNOPS
policies, standards and commitments.