Project 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

Based in Geneva, Switzerland, the UNOPS Geneva office (GVA) is part of the Global Portfolios Office (GPO). The GVA manages a diversified portfolio of global and country specific hosted entities, funds, programs, and projects. The GVA services includes hosting, fund management, advisory services, project/program implementation, procurement, financial and human resources support.

The primary role of the Project Management Office (PMO) is to ensure that project/program management policies, processes and methods are followed and practiced according to the organizational standards, while acting as the overall Project Assurance capacity within the GVA on behalf of the GVA Director. In addition to this quality control and compliance oversight function, the PMO supports the GVA portfolio, through result oriented actions and ad-hoc initiatives, in the implementation of its various programs and projects.

The PMO specialist will be reporting to the GVA Head of Program (HoP). The PMO specialist will be responsible for moving GVA toward achieving its mission-focused goals and objectives and will be responsible for the proper implementation and provision of the following functions and services of the PMO:

• Quality management and governance support: GVA’s project and programs are properly supported in the planning and execution of their quality/progress control meetings and in the planning and execution of their project board meetings.
• Grant management support: Ensuring GVA’s projects and programs managing grants receive the proper support during all the grant management processes.
• Delivery/Operation Support: Ensuring GVA’s projects/programs receive the proper operational support and have proper access to GVA’s shared services under effective coordination and planning support.
• Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices, and making sure GVA’s personnel responsible for projects/programs delivery receive the proper training.
• Oversight Support: Supporting GVA’s project/program in preparation, execution of their audits and in the implementation of the recommendations.
• Strategic Planning/Portfolio Support: Ensuring GVA is focused on doing the right projects by supporting management decision-making.

Functional Responsibilities

Summary of functions:

1. Development and planning
2. Management Oversight or Implementation
3. Monitoring and Evaluation
4. Quality assurance and Progress Control
5. Knowledge management and Capacity building

Under the direct supervision of the Head of Program, the Project Management Office (PMO) Specialist will be responsible for the below tasks and responsibilities :

1. Development and planning - Provides appropriate levels of programmatic management support to the HoP regarding all ongoing program and project activities while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures. - Provides strategic advice and support to potential and current engagements of high value and/or risk, supporting Engagement Authorities in strengthening program and project governance structures and processes to enable achievement of high standards and consistency in line with UNOPS success criteria. - Directly contributes to strategic oversight, advice and direction on programme and project management activities in line with service agreements and project documents. Ensure programmes and projects contribute to strategic objectives and targets. - Develops and establishes resource tracking systems for use within GVA, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across GVA. - Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the HoP and GVA management team.

2. Management Oversight or Implementation - Responsible for facilitating the development of high-level programme/project plans, including collating lower-level plans into programme/project-level milestones. - Develops, tracks and maintains dependencies and provides advice to management to ensure quality of delivery throughout the project lifecycle. - Supports the Head of Support Services and the Head of Finance on project operational issues, including HR, project assets, finances, and others as required. - For project closure purposes, provides guidance and monitoring progress by working in close collaboration with the Project Manager, Head of Support Services and Head of Finance, and donors throughout the process.

3. Monitoring and Evaluation- Provides advisory support to the HoP in regular review of project status, evaluating performance criteria (scope, cost, schedule and quality). - Maintains progress reports as required by UNOPS standard procedures. - Identifies and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the HoP. - Ensures the maintenance and implementation of effective monitoring and evaluation systems for programme and project activities, in line with donor and UNOPS internal requirements, and provides advice and support to portfolio managers and teams to facilitate quality delivery. - Within the context of monitoring and evaluation, ensures all projects submit and regularly update specific milestones and targets for the duration of projects' life-cycles, and track progress, or otherwise, against such information as per UNOPS and donor requirements. - Provides editorial support to programmes and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients' expectations.

4. Quality assurance and Progress Controls- Oversees the proper coordination, preparation, and follow-up of the quarterly assurance/project boards meetings for the entire GVA portfolio. - Supports the HoP so that the monitoring of entities/funds/programs and projects is carried out regularly in order to ensure accomplishment of set targets and results for projects/portfolios, delivery of services as per the agreed terms and conditions and in a timely manner. - Supports the HoP to ensure there is adequate risk-based internal control system and mechanisms in place which are exercised on regular basis as per the appropriate guidelines and tools of UNOPS Geneva and of UNOPS corporate policies and procedures - Supports in ensuring adequate quality management procedures are applied across projects/portfolios of UNOPS Geneva programme. - Ensures assurance procedures are embedded into the programme management of UNOPS Geneva and are applied consistently across all projects/portfolios as per UNOPS corporate guidelines, procedures and policies.

• Works with internal audit and finance to ensure the programme complies with audit requirements.

• Helps the programme and projects boards identify threats, and opportunities, and evaluate the implications of decisions at the organizational level to ensure compliance with UNOPS-defined standards for programme/project management.

• Coordinates quality reviews of programme/project documents and deliverables.
• Provides quality control for management products (project documents, reports, etc.).

5. Knowledge management and Capacity Building- Act as a focal point for the GVA maturity enhancement initiatives. - Make recommendations on policy and tools and contribute to the development of guidance material and tools that advance GVA strategic project management goals - Disseminate corporate policies, guidance and best practices that impact GVA portfolio, programme and project management practitioners; - Participates in, and advocates PMs' participation in relevant Communities of Practice. - Actively interacts with PMs and the wider PM community to share case studies, lessons learned and best practices in the Knowledge System. - Contributes to the review of policies and provides suggestions to achieve continuous improvement of UNOPS policies. - Leads, coordinates and oversees the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required. - Strategically contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. - Provides advice and support to project management practitioners on how to embed best practices of project and programme governance, risk management, project and programme management - Supports and provides training and internal consulting in project and programme management and provide project and programme development advice and assistance to GVA office and hosted entity personnel, as required, in support of IPMG initiatives and roll-outs

Impact of Results :

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

a. Education - An advanced degree (Master's or equivalent) in Project Management, Business Administration or related field (e.g. International Relations) is required.

• A first-level degree (Bachelor’s Degree or equivalent) in the related areas with an additional two (2) years of experience may be accepted in lieu of the Master's degree.

b. Work Experience- A minimum of 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 is required.

• A proven experience in grants management is required, from the selection process to the contract management, and the performance and monitoring oversight.
• A strong experience with data analysis, management reporting and project management tools and information management systems is required.

• Knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is desirable

  c. Languages

• Fluency of English is required.
• Fluency in French is an advantage.

Contract type, level and duration

Contract type: International Individual Contractor Agreement Contract level: ICS10 / IICA-2 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

This position is based in Switzerland, and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance.

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

Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

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.
• Geneva , Switzerland is a UN 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. 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.