Programme Management 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

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 Programme, and in collaboration with the SEAMCO Infrastructure Advisor and the PMO, the Programme Management Specialist will help ensure the effective management and delivery of SEAMCO’s portfolio in line with the relevant project agreements and documents, as well as UNOPS’ project management standards.

This will include:

• Assisting the Head of Programme, as appropriate, to facilitate the development, oversight and control of SEAMCO’s portfolio of projects in an effective manner, in collaboration with the SEAMCO management team and alignment with UNOPS and AR/SEAMCO strategies.
• Providing Project Managers with support to facilitate operationalization, inception, implementation and closure of respective projects, particularly where additional capacity is required.
• Providing hands-on support, facilitation and capacity development to new Project Managers and teams and/or in cases where additional capacity is required to facilitate effective delivery and implementation, as relevant in support of the respective Project Executives.

Functional Responsibilities

Summary of Key Functions

1. Programme/project development, planning and coordination

• Stay abreast of the context and developments within the Asia Region, as well as relating to global/inter-regional environment and climate change, including in terms of cross-cutting issues such as gender, diversity and sustainability, as well as financial/grants management, to identify business opportunities, and support the design and delivery of the relevant programmes/projects.
• In collaboration with the HoP, coordinate the development and articulation of the MCO programme management, delivery and monitoring strategies and approaches, as well as the appropriate project documents and agreements.
• Ensure that the proposed projects, as well as their documents, results frameworks, initiation plans, work plans, etc. are developed and planned effectively, in line with UNOPS’ mandate andAR/SEAMCO strategy.
• Coordinate and collaborate with relevant stakeholders within the MCO and HQ, to ensure aligned and coherent programme and project planning and implementation processes.
• Coordinate the identification, design, and formulation of activities to meet programme and project objectives.
• Draft and/or review donor agreements and other project documents required for the signature and implementation of new projects.

2. Programme/project management and delivery support

• Analyze project agreements and documents, and ensure effective delivery and implementation in consultation with the MCO HoP, PE, PMO and other relevant stakeholders, including through the provision of hands -capacity development and support to the relevant Project Managers and teams.
• Provide specialized support to MCO management and/or Project Managers, where and as assigned, particularly for projects that are limited in size and scope, as well as those being operationalized, brought back on track or closed out, and ensure their delivery as per the respective project agreements/documents and UNOPS’ project management standards, under the guidance of the MCO HoP, respective PE and Project Steering Committee/Board.
• Ensure that projects, as well as their outputs and activities, are delivered in line with their agreed scope, time and cost through effective planning, management and monitoring support.
• Work and support the MCO HoP and management with effective programme/project planning in line with the respective project agreements/documents, including reviewing, improving, finalizing, managing and monitoring the respective project/work plans, as well as procurement, HR, grants and financial management plans, documents (such as ToRs) and processes (recruitments, solicitations, awarding of contracts, etc.).
• Review implementing partners’ documents and reports to ensure compliance to project requirements and UN/UNOPS standards.
• Under SEAMCO HoP’s guidance, take action to reconcile deviations from programme/project plans, including where revisions of legal agreements and relevant budgets are required.
• Coordinate and facilitate sharing of information between programme/project teams, donors, HQ, etc.
• Compile data and draft high-quality reports for management purposes, including for internal and external stakeholders to support management (such as highlight reports/briefings for internal Project Board/Quality Assurance meetings, MCO or regional management meetings, Steering Committee discussions with a variety of stakeholders, as well as quarterly/annual donors and national counterparts).
• Prepare written summaries for meetings and visits, including through research, and ensure relevant team members implement follow-up actions, as appropriate.
• Facilitate the collaboration and communications between projects, MCO PMO and the partnerships team to ensure compliance to donor requirements and legal agreements, as well as the implementation of policies, processes and methods according to internal standards.
• Help with project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.
• Act as an OIC in the absence of the MCO Head of Programme..

3. Stakeholder coordination

• Establish and develop relationships with UN partners, international organizations, donors, governments, implementing partners for the purposes of facilitating activities and improving the quality and relevance of programme implementation.
• Participate in, contribute to and report on the relevant stakeholder meetings where assigned.
• As appropriate, support the management team with UN common planning and programming processes, including strategic country analysis, UNSDCF, integrated strategic frameworks, etc.
• Act as Focal Point for the collection of all information to be submitted to the UNINFO, as assigned.
• Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.
• Provide input in the design, coordination and dissemination of public information products and communication activities as well as gather and draft content for communications products and platforms.
• Provide coordination support for official meetings, events, briefings, and field visits, and prepare talking points, briefing notes, presentations and speeches for the management and senior UN/UNOPS officials.

4. Knowledge Management and Innovation

• In collaboration with the MCO PMO where relevant, help the roll out of SOPs, tools, templates
• Facilitate sharing of best practices, innovative approaches and lessons learned, including through case studies and the appropriate corporate programme/project management related networks.
• Provide onboarding support and sustained capacity development to new Project Managers and teams, as well as other relevant personnel, on a variety of topics including UNOPS Project Management Manual, MS Projectsetc.

5. People management (as applicable)

• As assigned, help ensure the effective planning, recruitment and development of a flexible workforce with the skills and competencies needed to ensure optimum performance, and in line with UNOPS’ gender and geographical diversity considerations.
• Help MCO HoP and management lead and motivate the programme unit and relevant project teams.
• Foster a positive work environment that is respectful of all genders, and ensure that the highest standards of conduct are observed.

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:

• A Master’s Degree in Project Management, Business Administration, Development Studies, International Relations, Architecture, Engineering or related field.
• A first university degree (Bachelor’s or equivalent) in above-mentioned fields with two (2) additional years of relevant experience may be considered in lieu of an advanced degree or higher degrees.

Certifications:

• Certification in a recognized project management methodology, preferably PRINCE2® or PMP and knowledge of programme management methodology (e.g. MSP®) is recommended.

Experience:

• A minimum of at least five (5) years of relevant and progressive professional experience, specifically in the development and implementation of projects, is required.
• Experience with M&E and reporting is highly desired.
• Experience with portfolio and/or programme management, including focus on providing hands-on facilitation and capacity development to facilitate the oversight and quality assurance of a variety of projects and activities simultaneously, will be considered an important asset.

• Knowledge of UN/UNOPS’ project management rules, regulations, standards, requirements and systems, including MS Projects and oneUNOPS, is strongly desired.

• Previous experience in South East Asia and Pacific will be considered an advantage

Language Requirements:

• Full working knowledge of English is required.

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.