Deputy Project Manager

Contract

This is a LICA Specialist-10 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA Specialist-10 contracts.

Background Information - Job-specific

UNOPS is an operational arm of the United Nations helping a wide range of partners in delivering peace, security, humanitarian and development projects across the world.

UNOPS Sri Lanka implements tailored socio-economic development projects that benefit vulnerable communities and supports the Government national capacities. UNOPS has been working across Sri Lanka managing education, public health, roads, water and sanitation, fisheries, agriculture and solid waste infrastructure projects. UNOPS also provides expertise in procurement, fund management and human resources management services.

As part of its programme implementation and advisory capacity, UNOPS will work closely with members of the Government of Sri Lanka and its representatives, and the Sri Lankan civil society to deliver agreed sets of projects and activities to support the work of Sri Lankan civil society in assisting the people and communities of Sri Lanka.

Under the direct supervision of the Programme Manager, the Deputy Project Manager will support the day to day management of project activities under the UNOPS Sri Lanka Programme. They will work with UNOPS project teams located in field offices and in Colombo working in Protection, Project Management, Financial Management Advisory Services, Grants Management, ICT services, GIS, and other related areas of work.

The Deputy Project Manager will have extensive working relationships with team members, and will ensure that all activities are delivered as per UNOPS agreed policies, processes and standards. He/She will have a high sense of integrity, confidentiality and the ability to engage sensibly .

This position is based in Colombo with extensive travel to field and project locations.

Functional Responsibilities

Summary of functions:

1. Oversee support services of the Programme
2. Budget Monitoring
3. Provide support to the Project Manager
4. Knowledge sharing and knowledge building

01. Oversee support services of the Programme - Support the implementation of programme activities in accordance with UNOPS rules, regulations, policies, strategies and PMO requirements. - Support the development and implementation of strategy, tools and techniques for capacity and needs assessment of programme partners under the guidance of the programme manager and in cooperation with the programme team, external consultants and other relevant internal and external stakeholders. - Support the development of the programme work plan based on analysis of partner capacity assessments while ensuring compliance with programme objectives, values and deliverables. - Coordinate closely with the procurement, logistics and finance team members to ensure application of standard guidelines and procedures aimed at ensuring an appropriate, efficient and transparent use of funds.

a. Human Resources - Contribute constructively to the development of terms of references to support initiation of HR processes to hire programme team members and consultants as advised by the Programme Manager. - Oversee HR processes to ensure timely hiring of programme staff, consultants and any other personnel in line with established UNOPS policies and procedures to support the implementation of the programme. - Provide support and guidance to conduct training analysis for project team members to identify training gaps and provide recommendations on learning and development programs and initiatives that provide internal development opportunities for team members. - Support performance management of programme team members as requested by the Programme Manager. - Contribute to team development, the dissemination and sharing of best practices and lessons learned for planning and knowledge building and promoting synergy, learning and joint problem solving. - Facilitate the engagement and provision of high quality results and services of the team through effective recruitment, work planning, performance management, coaching, and promotion of learning and development. - Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment 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.

b. Procurement - Support the development, implementation and monitoring of the procurement plan in close coordination with the procurement and programme teams. - Contribute constructively to the development of specifications/terms of references to support initiation of procurement processes to procure goods and services to facilitate programme implementation. - Oversee procurement processes to ensure procurement and delivery of goods and services in line with established UNOPS policies and procedures and the procurement plan.

c. Logistics- Support field visits and site visits to oversee programme implementation activities and direct provision of goods and services to beneficiaries. - Coordinate and liaise with UNOPS Colombo Support Units (Such as Finance, Procurement, Human Resources etc.) on administrative management issues related to the programme when needed. - Oversee programme logistics including vehicle fleet management and fulfilling of administrative and logistical requirements needed to ensure smooth operations of Colombo and the field offices dedicated to the programme.

e. Reporting - Assist in writing and reviewing programme assessment reports, M&E reports, research reports, strategies/policies corresponding to key project deliverables in close collaboration with the programme team as advised by the Programme Manager. - Support identification of new/innovative and context specific areas of engagement and support the Programme Manager in the development of concept notes/programme documents for future programming. - Contribute to donor coordination and timely information sharing in collaboration with the programme team as required by the Programme Manager. - Ensure timely preparation of documents, briefing notes, reports, and related documentation for project review/ board meetings and related events as advised by the Programme Manager. - Oversee overall programme communications and ensure all programme communications comply with established visual/branding guidelines. - Oversee the development and maintenance of the programme website in coordination with the ICT team based in Colombo and headquarters, programme team and other relevant internal and external stakeholders.

02. Budget Monitoring

• Support the Programme Manager in developing programme budget(s), budget revisions and related activities.
• Support overall budget management via undertaking regular budget monitoring activities including conducting variance analysis in close coordination with programme, operation and finance teams and the project support officer, to ensure that the financial and operational plans that were developed and approved for implementation as part of the budget processes are being implemented.
• In coordination with the project support officer, prepare and submit budgetary reports to the Programme Manager on a periodic basis highlighting areas of concerns, providing alerts on any financial shortfalls and over-expenditures together with recommendations on corrective actions required if any.

03. Provide support to the Project Manager

• Assist the Project Manager with UNOPS Project Management processes and compliance with PMO requirements .
• Coordinate and liaise with the Project Manager on the implementation progress.
• Advise the Project Manager of any deviations from the plan and update plans.
• Work with the Project Manager to identify and manage risks.

• Ensure maintenance of all supporting project documentation for audit and review processes.

• Support the Programme Manager in completing necessary internal and external reporting requirements while ensuring all reporting are as per reporting requirements set out in programme agreements and the applicable UNOPS internal rules on reporting

• Represent the Project Manager in stakeholder coordination and meetings as requested.

04. Knowledge Sharing and Knowledge Building

• Provide inputs and suggestions as appropriate to streamline workflows/business processes and document templates/formats.
• Promote knowledge building and sharing through synthesis of lessons learnt/best practices and sound contributions to UNOPS knowledge management initiatives.
• Arrange and support technical guidance and on-the-job training to ensure work standards are achieved, both in terms of quality and quantity of inputs/outputs processed.

Impact of Results

The Deputy Project Manager directly impacts on the achievements of programme objectives by supporting the programme manager in tracking progress and assessing quality of programme outputs, and sound implementation of the programme activities. 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. 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 - A Master’s Degree in a relevant field (e.g. Business Administration, Logistics, Development,Emergency Management, International Relations,Engineering) with 5 years of relevant experience is required. - A Bachelor's degree in combination with 2 additional years of relevant work experience may be accepted in lieu of the Master’s degree.

Certification - PRINCE2® Foundation/Practitioner is an asset, and required completion within the first 6 months of onboarding.

Experience - A minimum of 5 years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination is required. - Experience in humanitarian or development work supporting operational delivery is considered an asset. - Experience and demonstrated knowledge of UN rules and procedures in Infrastructure, Procurement, Finance, HR Management and administrative rules and regulations will be an advantage.

Language

• Full working knowledge of English is essential.
• Knowledge of at least one of the local languages, Sinhala and/or Tamil, is required.

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: Local ICA Specialist Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance The position is only open to Sri Lankan nationals

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.

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. 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.