Project Coordinator - Technical Assistance Management Unit (TAMU)

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 Ethiopia Multi-Country Office has signed a project agreement with the Ministry of Health to strengthen the Capacity of the Ministry for the Realization of Health Sector Transformation Plan (HSTP-II) on selected priorities. This project will be implemented in Addis Ababa, Ethiopia and the overall objective/purpose is to contribute towards the realisation of selected strategic priorities of the Health Sector Transformation Plan (HSTP-II) which is more on project management focusing on institutional capacity building and technical assistance. UNOPS is selected to manage and implement the project by creating a project management unit (PMU). This unit will be formed by a group of experts and specialists in the relevant matters and will lay the groundwork for institutional capacity strengthening through the establishment of a Technical Assistance Management Unit (TAMU). The TAMU will be composed of a group of Technical Assistants and experts, recruited and supervised by UNOPS personnel that would implement part of the project activities. The unit will be managed by the UNOPS for the duration of the project. TAMU will oversee the mapping of the necessary human resource requirements and potential interventions aimed at boosting the capacity of the Ministry.

The Project Coordinator (TAMU Coordinator) will be responsible for coordinating the TAMU, assigning work packages to team members and technical assistants as per the project plan. The incumbent will be responsible for setting up a performance management system embedding sustainability dimensions into project life cycle and understanding the principles of the Paris Declaration on aid effectiveness, mainstreaming them into the project plans and implementation. The incumbent is responsible to provide oversight 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(s) and hence of the Project Coordinator (TAMU Coordinator) will be based on the defined Success Criteria.

Functional Responsibilities

Summary of functions:

Under the direct supervision of the Project Manager, the Project Coordinator, will be responsible for the following summary of functions.

1. Project Delivery and Performance
2. Stakeholder Management
3. Procedures
4. Monitoring and Progress Controls
5. Knowledge Management
6. Knowledge management

7. Personnel management

   Project Delivery and Performance

• Develop and maintain project plans.
• Implement approved project plans (including the establishment of milestones) within tolerances set by the project board.
• Manage the production of the required products under the TAMU, taking responsibility for the overall progress and use of resources and initiating corrective action where necessary.
• Facilitate embedding sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
• Support the TAMU Project Manager in disseminating and implementing Performance Management and Monitoring System (including tools and templates) across all relevant departments.
• Establish and maintain regular check ins with Department Focal Points in which TAs are assigned to gather feedback and support in performance management related matters.
• Review and assess the output management processes under the TAMU.
• Identify, manage and escalate issues related to TA performance to the TAMU PM and support in implementing corrective measures where possible.
• Provide advice to the TAMU PM and team any course corrections if required.
• Facilitate the implementation of evaluations, studies and other data collection efforts related to the project delivery.
• Regularly assess, identify, and anticipate 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 manage Risks so that maximum benefit to client and stakeholders is achieved.
• Manage and review product quality and ensure products are accepted through the agreed mechanisms.
• Monitor and evaluate performance of service providers, as needed.
• Identify and report threats to UNOPS internal business case to supervisor.
• Provide on-the-job capacity building to the Ministry’s technical coordination and HR units .

Stakeholder Management

• Maintain and strengthen working relationship with the Ministry and key stakeholders.
• Actively contribute to the implementation of Governance arrangements.
• Actively contribute to resources mobilisation efforts based on needs identified by the Ministry.
• Advise the PM and member of the project board on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).
• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• Actively coordinate with MOH Departments to which TAs are assigned, seeking feedback on TA performance, progress against deliverables, identifying emergent needs, among others.
• Manage the information flows between the Project Board/OC Director and the project(s).

Procedures

• Actively support the Project Manager to ensure compliance with all UNOPS organisational policy and specifically the Project Management Manual.
• Support the PM with reporting obligations defined in the Legal Agreement(s) and in Plan.
• Actively support the PM ensuring maintenance of the project files and lessons learned are recorded.
• Take a leadership role in developing tools, workflows and tailoring procedures for TA management that are fit for purpose.
• Lead the dissemination and implementation TA management and monitoring tools that have been adopted for the TAMU.
• Ensure compliance with relevant procedures related to recruitment and performance management of technical assistants.
• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

Monitoring and Progress Controls

• Track progress toward the project’s planning, monitoring, and evaluation system.
• Prepare and issue regular reports on TA progress against deliverables in accordance with partner and UNOPS requirements for reporting.
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• Conduct periodic meetings with various units of MOH to coordinate planned activities of the TAMU.
• 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 and technical assistants track and regularly update milestones and targets for the duration of projects' life span.

Knowledge Management

• Participate in the relevant Communities of Practice
• Actively interact with PMs and the PM community to share case studies, lessons learned and best practice on the Knowledge System.
• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.
• Develop reports to stakeholders on project’s results.
• Complete lessons learned as per reporting format.

Personnel Management

• Lead and motivate the TAMU team.
• Ensure that behavioural expectations of team members are established.
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).
• Ensure that performance reviews are conducted according to the tools and schedules. agreed
• Establish regular team meetings with members of the TAMU team to facilitate activities planning, task assignments, monitoring of activities and information sharing.
• Facilitate timely information sharing amongst the TAMU team members and TAs on developments as they arise.
• Liaise with relevant directorates and offices of the Ministry to deliverables of the technical assistant management unit.
• Inform and advise technical assistants, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding and management.
• Ensure safety and security for all personnel and comply with UNDSS standards.

Education/Experience/Language requirements

Education:

• Advanced University (Masters) Degree in Project Management, Public Health, Development Studies, or other relevant discipline is required. OR

  • A first-level university Degree (Bachelor’s Degree) with an additional two (2) years of experience may substitute the requirement for a Master's Degree.

  Certification:

• PRINCE2 Practitioner Certification is highly desirable.

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

  Experience:

• A minimum of five (5) years experience with a Master's Degree OR seven (7) years with a Bachelor’s Degree in project management, with a focus on monitoring, reporting, and coordination is required.

  • A minimum of five (5) years experience in stakeholder management is required.
  • Experience in setting up a performance management system and human resource management in the health sector is an advantage.
  • Experience in capacity strengthening, coaching, and mentoring is an asset.

  Language Requirements:

• Fluency in written, spoken, and reading English is required.

  • Knowledge of another UN Official language is an asset.

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.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA-10 (ICS10) Contract duration: ‘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

This is a local position, and is open to Ethiopian nationals only.

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.