Programme Management Office (PMO) Specialist

Contract

This is a IICA-2 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - Job-specific

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

South East Asia Multi-Country Office (SEAMCO)The South East Asia and Pacific Multi Country Office (SEAMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. SEAMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. SEAMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, SEAMCO Indonesia, SEAMCO Pacific Operations Cluster, SEAMCO Papua New Guinea, SEAMCO China, SEAMCO Vietnam, SEAMCO Lao PDR, SEAMCO Philippines and SEAMCO Cambodia.

In 2022, the UNOPS SEAMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Operational Context

Under the direct supervision of the Head of Project Management Office (PMO), the incumbent will work to ensure that project management policies, processes and methods are followed and practiced according to the organization standards across all projects within the newly established MCO. The incumbent will actively contribute to moving SEAMCO toward achieving its mission-focused goals and objectives.

Functional Responsibilities

Summary of Key Functions

1. Development and planning
2. Set-up and closure
3. Monitoring and reporting
4. Stakeholder engagement
5. Quality assurance
6. Knowledge management and innovation

Duties and Responsibilities

1. Development and planning

• Provide appropriate levels of programmatic management and administrative support to the Head of PMO 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.
• Ensure proper development, implementation and, as and when appropriate, amendments, of project budgets and staffing resources, ensuring synergies across the SEAMCO.
• Develops and establishes resource tracking systems for use within the PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across the SEAMCO.
• Identify, and anticipate in a timely manner, potential risks and issues and advise mitigating measures to the Head of PMO.

2. 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.
• For project closure purposes, acts as (or nominates and supervises) a focal point between the SEAMCO and donors throughout the process.
• Oversee and coordinate all 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 and effective handover of closed projects to UNOPS HQ for financial closure processes.

3. Monitoring and reporting

• Prepare and issues regular project reports in accordance with donor guidelines for reporting.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• Maintain diaries and progress reports as required by UNOPS standard procedures.
• Identify and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Head of the PMO.
• Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERP system 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 tracks progress, or otherwise, against such information.
• Provide editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.
• Support the Head of the PMO with necessary project analysis reports and information to support areas relevant to the project management team
• Support the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

4. Stakeholder engagement

• Support the development of stakeholder profiles, stakeholder engagement strategies and project communications plans.
• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.
• Monitor the effectiveness of programme/project communications.

5. Quality assurance

• Ensure compliance with UNOPS defined standards for programme/projectmanagement.
• Coordinate quality reviews of programme/project documents and deliverables.
• Provide quality control for management products (project documents, reports, etc.).
• Support key stakeholders to continuously identify and improve operational processes relevant to project implementation.

6. Knowledge management and innovation

• Ensure routine and effective capacity building activities are conducted in order to build the long term and sustainable capacity of national staff.
• Participate in, and advocate PMs' participation in, relevant Communities of Practice.
• Actively interact with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System.
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

Impact of Results

The incumbent directly impacts on achievement of project results by assisting the Head of PMO to implement effective project management methods and strategies, reduced risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the 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.(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.

Education/Experience/Language requirements

Education:

• An advanced university degree (Master’s Degree or equivalent) in Project Management, Business Administration, Engineering - civil & infrastructure or related field (e.g. International Relations).

• A first university degree (Bachelor’s or equivalent) in above-mentioned fields with with an additional two (2) years of relevant work experience may be accepted in lieu of the advanced university degree.

  Certifications:

• PRINCE2 Practitioner Certification is desirable

• MSP certification (Foundation and/or Practitioner) is an advantage.

• MoR certification is an asset

  Experience:

• Minimum five (5) years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects in combination with a relevant advanced degree is required.

• Previous experience of working within a PMO environment or handling PMO functions related functions is required.
• Experience in project assurance is an advantage.
• Experience in infrastructure projects is an asset.
• Experience in procurement projects is an asset.
• Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is essential.
• Strong experience with data analysis, management reporting and project management tools and information management systems.

• Previous experience in South East Asia and Pacific is desirable.

  Language Requirements:

• Full working knowledge of English is required.

• Fluency in one or more additional official UN languages is an advantage.

Contract type, level and duration

1. Contract type: International Individual Contractor Agreement (IICA)
2. Contract level: ICS 10/IICA 2
3. 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

Disclaimer: If the selected candidate is a national of the duty station, a Local Individual contractor Agreement will be issued.

The position is based in a family duty station.

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.