Project Manager

Job Description

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.

Kenya Multi-Country Office (KEMCO)

Kenya Multi-country office (KEMCO) sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. These countries include Kenya, Mozambique, Zimbabwe, Zambia, Uganda, Tanzania, Eritrea and several island states. KEMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and fund management services in those countries.

Project Information:

Global Fund Zambia has requested UNOPS for the procurement and installation of a Pressure Swing Adsorption (PSA) Oxygen Plant for Kitwe Teaching Hospital (KTH) Copperbelt Province in Zambia.

The specific UNOPS outputs are:

Site assessments
Technical assessment reports
Designs, specifications and Bills of Quantities (BoQs)
PSA Oxygen plant equipment list with specifications
Tender documents for works
Tender documents for equipment
Contracts for works
Contracts for equipment
Training report and PSA Oxygen plant operations and maintenance plan

In the delivery of these outputs, UNOPS will deploy its project management methodology and tools and ensure compliance with requirements laid out in the agreement with Global Fund to facilitate the achievement of the project objective.

Job Specific information:

The Project Manager is responsible for the day-to-day operations of the project. S/he provides services to the different donors, partners and beneficiaries. The Project Manager acts on behalf of the Project Board to manage the project on an ongoing basis during the Implementation Stage. The main responsibility of a Project Manager is to ensure that the project outputs are delivered within the specified project tolerances of time, cost, quality, scope, risk and benefits. He/she is expected to meet the organization’s performance and delivery goals.

The Project Manager has the authority to assign, as per the Project Plan, work packages to Team Managers and approve deliverables produced by them.

The Project Manager is responsible for creating the Implementation Plan, using the Project Initiation Document (PID), Legal Agreement and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project(s) outputs are capable of meeting the business cases for both UNOPS and the partner(s). Success of the project and hence of the Project Manager will be based on the defined Success Criteria.

The Project Manager for Implementation projects will be managing project(s) which ultimate goal is to provide implementation services that contribute to the achievement of partners’ goals. The variety of projects is quite diverse and can range from management of grants, development of strategies to delivery of training or providing technical assistance.

While the complexity of those projects may vary, maintaining high standards in terms of quality, health, safety and sustainability is always expected.

Depending on the nature and configuration of the project, the project manager might be executing technical studies, reviews, designs, supervision or operation and maintenance services of one or several physical infrastructure assets, in one or multiple sites. Depending on the implementation modality it may involve large volumes of procurement of goods, services and HR services.

UNOPS operates in complex contexts where resources might be scarce, local capacity low and where professional judgement and experience in these environments are of uttermost importance.

Functional Responsibilities

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:

Develop, complete and update implementation plan(s).
Implement 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, as appropriate.
Manage the delivery 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 or account managers.
Manage acceptance and delivery of work packages.
Monitor project progress ensuring that work packages are being executed properly.
Control project and work package changes.
Accept goods and services delivered by suppliers.
Lead contract management duties including supplier performance evaluation.
Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to 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 UNOPS Policies 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.
Draft the requirements definitions for procurement processes, where applicable. Approving requisitions and requests for non-purchase order payments; evaluating submissions received, if appointed to the evaluation team.
Ensure maintenance of the project files and lessons learned are recorded.
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 narrative 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 using stakeholder mapping tool and facilitate the formulation of stakeholder engagement strategies.
Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), clients and key stakeholders.
Maintain regular communication and coordination across the team and with UNICEF Zambia and Kitwe Teaching Hospital (KTH) such as monthly updates to review project progress, and quarterly planning sessions
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.

5. Quality Assurance:

Work with internal stakeholders to ensure projects comply with audit requirements.
Work with procurement, HR, and programme offices to ensure effective delivery of services to the best satisfaction of the stakeholders.
Coordinate quality reviews of project outputs.
Provide quality control for management outputs (project documents, reports, plans 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.
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 management team.
Ensure that behavioural expectations of team members are established.
Ensure that performance reviews are conducted fairly, accurately and timely.
Select, recruit and train a 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.

Impact of Results:

The Project Manager directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs and improving success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

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. ( Applicable only for levels ICS-10 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.

Education/Experience/Language requirements

Education:

Advanced University Degree in a relevant discipline (International Relations, Development Studies, Finance, Economics, Human Resources, Supply Chain, Business, Project Management, Architecture, Civil Engineering, Water Engineering, Electrical Engineering, Mechanical Engineering, Structural Engineering, etc.) 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.

Certification:

Certification in Project Management (PRINCE2, PMI, etc.) is an asset.
The incumbent will be required to complete the UNOPS PMM, UNOPS PMM Infra perspective and oneUNOPS Projects trainings within (3) months from joining UNOPS.

Experience:

A minimum of 5 years’ experience in Implementing and managing infrastructure projects (roads, dams, bridges, irrigation, health, windmills, solar power, ports, etc.) is required.
Experience in contract management is an asset.
Knowledge of FIDIC contracts is an added advantage.
Technical acumen, with the ability to understand and speak to technical project plans and documents is desirable.
Experience in planning and applying Health & Safety procedures is an asset.
Experience in developing Procurement strategies is an added advantage.
Proficiency in MS Project and Schedule Analysis is desirable.
Experience in developing countries or post conflict environments is an asset.
Experience in writing reports, performing data analysis, and writing technical documents is an added advantage.
Knowledge of quality assurance methodologies is an asset.
Experience in risk management is desirable.
Experience working in multicultural teams is an asset.
Experience in managing teams is an added advantage.
Strong analytical capabilities with the ability to manage tasks associated with the development of projects is desirable.
Problem Solving Skills is an asset.

Language:

Full working knowledge of English is required.
Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA)
Contract level: ICS 10 / IICA 2
Contract duration: 12 months, 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

Additional Information

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
The position is based in Lusaka, Zambia which is a family duty station.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here .
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.