Project Management Support Specialist (Team Leader)

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

Background:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Background Information - Job-specific

Established in 2009, Ethiopia Multi-country office (ETMCO) sub-region currently consists of an established Operation Centre in Addis Ababa which manages a portfolio of engagements in four (4) Horn of Africa countries (Ethiopia, Djibouti, Sudan and South Sudan). ETMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services across a wide range of sectors including Health, Education, Agriculture, Resilient infrastructure, among others.

Our goal is to support countries, help people in need and enable our partners through delivering on our mandate of infrastructure, procurement and project management in the countries in the Horn of Africa.

The primary role of ETMCO Programme Team is to provide the MCO 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 Programme team include:

• Strategic Oversight/Portfolio Support: Doing the Right Projects
• Delivery Support: Doing Projects the Right Way
• Best Practices: Doing Projects Consistently and Well

Through these functions and services, the Programme Team aims 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 the business unit on behalf of senior management. The PMO strongly contributes to moving the office towards achieving its mission-focused goals and objectives.

The Project Management Support Specialist - Team Leader is a Senior Member of the Programme Management Office (PMO) reporting directly to the PMO Team Leader. The incumbent will be responsible for managing a pool of PM Support personnel assigned to support specific projects in the MCO Portfolio. The incumbent will maintains a close eye on the operational and financial performance of projects supported by the pool, identifies emerging issues and potential risks and, supports in problem solving as necessary. The successful candidate will strive to ensure that support provided to Project Managers is of the highest standard, is consistent across the team and ensures projects are implemented according to operational excellence metrics.

Functional Responsibilities

1. Leadership, Team and Resource Management
2. Project Implementation
3. Financial and Procurement management
4. Project Monitoring and Reporting
5. Coordination and liaison/ Stakeholder Management
6. Knowledge Management and Innovation

7. Operational and logistical support

   1. Leadership, Team and Resource Management

- Lead, Motivate and Manage the pool of Project Management Support (PMS) personnel; - Ensure that behavioral expectations for Project Management Support team members are established; - Actively contributes to the implementation and further refinement of the Resources Pool Management Strategy; promoting synergies across the MCO; - Identify emerging resources needs and proposes solutions to ensure uninterrupted and consistent support the Project Managers in project delivery; - Develops strategies and approaches that foster a common vision for maturity, and strive towards harmonizing good practices across projects in the MCO; - Instill a culture of excellence, best practices, continuous improvement, and lesson learning in the delivery of projects in the Project Management Team; - Take a leadership role in the implementation of the Operational Excellence Agenda; ensuring KPIs are mainstreamed into all PMs performance metrics and monitored regularly; - Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed; - Promote and support a learning culture by empowering team members to take charge of their learning and development aspirations, and plan/ facilitate learning opportunities to maintain personnel competency and flexibility; - Exercise management of all staffing issues within the PM Team including recruitment taking into account gender parity and diversity objectives, on-boarding and staff performance reviews - Ensure that performance reviews are conducted fairly, accurately and timely; - Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments. - Develop and establish resource tracking systems and/ tools for use within the PMS Resources Pool Team, complementary to UNOPS' online tools, to ensure consistent, effective, and comprehensive support to Project Managers across the MCO; - Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment; - Ensures the Project Management Team meets the metrics established for the unit and it’s partners;

2. Project Implementation Oversight - Advise Project Managers and PMS Team members on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress; - Provide functional oversight and monitoring of project financials and advise the Project Managers accordingly; - Ensure all projects expenditures are tracked regularly and take relevant action when required to revise budgets (realignment and amendment);

• Ensure all projects monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;
• Facilitate information flows and provide functional oversight to PMS Team members support to change controls, risk registers and issue management; document and feedback lessons learned and best practices;
• Support project planning as required;
• Ensure PMS Team members contribute to the maintenance of all supporting project financial documents for audit and review processes;
• Provide functional oversight to PMS Team members’ continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;
• Provide functional oversight to PMS Team members to ensure work efficiency and quality towards intended outcomes, partner commitments and operational excellence exigencies at all times;

• Assume the Project Management Support Specialist Role on projects as assigned by the Head of Programme;

  3. Financial and procurement management

• Ensure PMS Team members maintain all supporting project financial documents for audit and review processes;

• In collaboration with the PMO team, provide periodic analysis to ensure accurate data entry into UNOPS ERP (Enterprise Resource Planning) system;
• Undertake regular and in-depth reviews of financial information, expenditures etc in UNOPS ERP;
• Monitor project budgets and financial expenditure and all administrative procedures in line with legal commitments and workplans;
• Coordinate with the Finance team to ensure due diligence over financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements;
• Support the Head of Programme to monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met;
• Alert Project Managers or any financial shortfalls and over-expenditures;

• Provide advice to Project managers and PMS Team members on budget revision and initiate corrective action when necessary

  4. Project Monitoring and Reporting

• Support the Head of Programme to undertake quality and editorial assurance of project reports and documents.

• Ensure PMS Team members maintain records of project files and other supporting documents consistently in line with prevailing guidance
• Manage the compilation, consolidation and analysis of relevant data related to the project(s)

• Assist the Project Manager in the preparation of project completion reports and ensure compliance with contractual obligations.

  5. Coordination and Liaison/ Stakeholder Management

• Contract management of all contracts (Procurement, HR, Service Contracts etc) under the Project

• Pro-actively coordinate/liaise with support units on all administrative matters related to contract management

• Liaise with the Programme Management Office (PMO) Team Members to complete project assurance related tasks.

  6. Knowledge Management and Innovation

• 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;
• Supports the PMO to ensure lessons learnt are identified, captured and shared in a timely and appropriate manner.
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
• Proactively remain abreast of new developments, innovations and tools related to Portfolio, Programme and Project Management (P3M) practices promoting a common approach and frame of reference;
• Coach, mentor, train and otherwise support the Programme and Project Management Teams to fulfill their objectives and potential;
• Act as an advisory resource for other Programme Team members as appropriate;

• Contribute to expertise in tools and techniques

  7. Operational and Logistics Support

• In consultation with the relevant stakeholders, provide oversight of the preparation amendments of Agreements and Budget revisions when applicable; support Project Managers in initiating and finalization of Amendments through oneUNOPS Projects

• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;
• Support development and maintenance of UNOPS ERP based management information systems to ensure real time tracking and asset management under the project activities;
• Facilitate liaison with the Finance Unit to process and monitor all payment requests within the Project
• Ensure PMS Team members support Project Managers in monitoring all HR requirements and related activities under the Project
• Ensure PMS Team member supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;
• In accordance with UN and UNOPS Security Policies, ensure PMS team members manage travel for all personnel in the Project Team;
• Take part in project and stakeholder meetings as and when necessary, and maintain records of these meetings;

• Liaise with finance and logistics/procurement units in tracking commitments and disbursements;

• Identify operational, administrative, financial and other bottlenecks that may impede P3M delivery; recommend solutions and take appropriate remedial action;

• On behalf of the Head of Programme participate in periodic visits to the project sites to review compliance with recognized procedures, as required.

• Establish and monitor an internal control system for all administrative actions

  Impact of Results The Project Management Support Specialist (Team Leader) directly impacts on achievement of project results by assisting the Head of Programme and Project Managers to adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility and image of 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. 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: - Advanced university degree (Master’s Degree or equivalent) in Business Administration, Finance, Logistics, Emergency Management, International Relations and/or relevant field is a requirement; - A first University Degree (Bachelor’s Degree or equivalent) in Business Administration, Finance, Logistics, Emergency Management, International Relations and/or other relevant field with an additional 2 years of relevant work experience may be accepted in lieu of the advance education requirements outlined above.

Certification: - Prince 2 Foundation or equivalent is an advantage

Experience: - A minimum of five (5) years relevant and progressive professional experience, specifically in the field of Project Management and Operations Management with focus on monitoring, reporting, development and coordination or related field is required; - A minimum of two (2) years experience in a supervisory role is required; - Demonstrated experience delivering or facilitating training/ capacity building workshops in project management related topics is highly desirable. - Proven experience working with Management Information Systems (MIS), data analytics and/or reporting is highly desirable; - Advanced understanding of operational risk management is highly desirable; - Proven experience in planning and implementing organizational and/or process change initiatives his highly desirable; - Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management; - Experience and demonstrated knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage. - Experience and demonstrated knowledge of UNOPS rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations will be an advantage. - Familiar with web-based applications and Google-Suite products, especially google docs, sheets, slides and forms is an asset

Language Requirements:- Fluency in spoken, written and reading English is required. - Fluency in Amharic and/or other Regional Language is Required - Working knowledge of French is an advantage - Working knowledge of Arabic is an advantage

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

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.