Project Management Office (PMO) - Specialist (Team Lead)

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

Located in Dakar, the UNOPS office in Senegal has developed a strong working relation with the Governments of West Africa and international partners over the years. It provides technical support in strategic development areas including elections; Procurement and related capacity building; Environmental protection, as well as infrastructure rehabilitation and development.

The primary role of the Program Management Office is to ensure that project management policies, processes and methods are followed and practiced according to the organization standards, while acting as the overall Project Assurance capacity within business units on behalf of the Head of Program (Executive). The PMO Specialist strongly contributes to moving the Hub toward achieving its mission-focused goals and objectives.

The Project Management Office (PMO) provides the Hub with the structures, tools and techniques needed to ensure that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well. The functions and services of the PMO includes :

Strategic Planning/Portfolio Support: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.

Delivery Support: Ensuring UNOPS is doing projects the right way, through the effective delivery of the programme and projects.

Best Practices: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

Functional Responsibilities

Under the direct supervision of the Head of Programme, the Programm Management Office (PMO) Specialist has the overall following responsibilities:

Development and planning

• In conjunction with the PMO team, provides appropriate levels of programmatic management and administrative support to the Programme Management 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 Hub/PC.
• 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 Hub.
• Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the Head of Programme.

Set-up and closure

• Facilitate the development of high-level programme/project plans, including the collation of lower-level plan into programme/project-level milestones.
• 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.
• Liaise closely and support the Head of Support Services in all project assets and 􀃕nance related issues.
• For project closure purposes, acts as (or nominates and supervises) a focal point between the Hub and donors throughout the process.
• Oversee and coordinate all project closure activities, ensuring appropriate disposal of project assets, timelyand e􀃠ective 􀃕nal (operational) reporting, initiation of financial disbursements as appropriate duringDefects Liability Periods, updating of information on the UNOPS Management Workspace (MWS), and effective handover of closed projects to UNOPS HQ for financial closure processes

Monitoring and reporting

• Prepare and issue 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 anticipate in a timely manner, potential risks and issues specific to delivery forecasts, and advise mitigating measures to the Head of Programmes.
• Provide routine oversight and analysis of delivery data within the dashboard system, using UNOPS ERPsystem as required.
• Perform routine maintenance and implementation of effective monitoring and evaluation systems of programmes 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 track 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.
• Provide the Head of Support Services with necessary project analysis reports and information to support areas relevant to the project management team (i.e. Locally Managed Direct Costs projections etc.).
• Coordinate and oversee the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

Stakeholders Engagement

• Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
• Enable the formulation of programmes and project communications plans.
• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.
• Coordinate internal programmes/projects communications.
• Monitor the effectiveness of programmes/projects communication.

Quality Assurance

• Work with internal audit and finance to ensure the programme complies with audit requirements.
• Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.
• Ensure compliance with UNOPS defined standards for programme/project management.
• Coordinate quality reviews of programme/project documents and deliverables.
• Provide quality control for management products (project documents, reports, etc.).
• Represent the Head of Programme in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation.

Knowledge Management and Innovation

• Act as a focal point for the Hub maturity enhancement initiatives, using the P3M3 as a baseline.
• 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.
• Provides feedback to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies.
• Contributes to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.

Personnel Management

• Exercise control of all staffing issues within the PMO team including recruitment, on boarding and staff performance reviews.
• Directly contributes to the development and maintenance of budget and resource availability tables in conjunction with project managers and relevant project personnel
• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Monitoring and Progress Controls

The PMO Specialist directly impacts on achievement of project results by assisting the Head of Programme to implement effective project management methods and strategies, reduce risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the UNOPS as an effective service.

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

Qualification - Advanced University Degree in Civil Engineering, and/or Architecture, and/or Project Management, and/or Business Administration or other relevant discipline is required. - University Degree (Bachelor’s degree) in Civil Engineering, and/or Architecture, and/or Project Management, and/or Business Administration or other relevant discipline with a combination of two (2) additional years of relevant professional experience in Civil Engineering, or Architecture, or Project Management, or Business Administration or other relevant discipline, may be accepted in lieu of the advanced university degree.

Experience - A minimum of five (5) years combined experience in Project Management and Program Oversight is required. - A minimum of two (2) years experience within PMO (Program Management Office) environnent is required - A Minimum of three (3) years experience in team supervision (preferably in multicultural environment set-up) is requiredWorking experience with project management tools is required. - Working experience managing Infrastructure as PMO or PM is a strong advantage. - A working experience with data management and analysis, reporting is a strong advantage - Working experience in UNOPS is a strong asset. - Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools is an advantage. - Working experience in West Africa is an advantage

Language - Full working knowledge of French and English is a requirement.

Contract type, level and duration

1. Contract type: Individual Contract Agreement (ICA)
2. Contract level: ICA 2 (ICS 10)
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

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• It is an international position, if the selected candidate is a national of country, s/he will be offered the local equivalent of the contractual modality of the country
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.