Project Manager

Contract

This is a IPSA-11 contract. This kind of contract is known as International Personnel Services Agreement. It is normally internationally recruited only. It usually requires 7 years of experience, depending on education. More about IPSA-11 contracts.

Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Three writing samples.

Travel:

1. UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services.
2. The Specialist will cover the cost of visa and work permit that UNDP will facilitate

Office/Unit/Project Description

In 2018, the Government of South Africa initiated a project to offer a UN House which would be in compliance with the UN’s security, safety and ergonomic requirements. The tender process started in 2020 and the Government expects to complete the project by end-2021.

The new One UN House will be located 21 kilometers from the Pretioria CBD in a large free standing office building in Highveld Centurion with a gross lettable area of approximately 11,700 sqm comprising offices, meeting rooms, logistics space and 580 shaded parking bays. 16 UN entities out of 19 currently present in South Africa, have committed to relocating to the new One UN House.

To facilitate the move to the new One UN House, the Resident Coordinator’s Office established a new management model for the project in May 2021, which consist of three levels. 1.) a decision-making body called the UN House Leadership Team with senior-level representation from UNFPA, UNICEF and UNDP Country Offices; 2.) A Technical Team, composed of technical representatives of a select number of agencies, whose mandate is to ensure quality assurance on the UN House project; and, 3.) thematic sub groups with participation of all agencies.

The key results of the post will contribute to: the development/implementation of the common administrative platform and the formulation of the One UN House policies and procedures, including in the areas of shared services, general services and facilities and other client facing function up until the establishment of the common back-office; as well as to the development and implementation of strategic initiatives and will provide support and strategic advice to the Project Management Leadership Team on change management aspects joint services enhancements, which are an inherent and ongoing aspects of the common back-office’s role.

The project is implemented under the overall guiding principle of shared ownership and leadership by all the UN entities in South Africa.

A structured project management environtment has been agreed among all stakeholders as the norm for overseeing the relocation of the One UN House together with the contents of its Common Back-Office as per the agreed UN Development System’s Business Operation reform.

Located in the UNDP Country Office in South Africa, the Project Manager reports directly to the Chair of the One UN House Leadership Team. S/he acts as the main focal point for all matters related to the One UN House project, and coordinates all aspects of efficient project management.

The Project Manager will also work in close collaboration with the One UN House Leadership Team, Technical Team and its sub-groups, staff of UN entities, the landlord and project team and South African government officials to successfully deliver quality, swift and reliable services to the UN system in South Africa.

Institutional Arrangement:

Under the guidance and direction of the One UN House Leadership Team, the Project Manager will lead high-level consultations and is expected to engage constructively and effectively with all stakeholders including relevant national counterparts, government officials, the landlord, the tenant installation team and UN entities and staff.

The Project Manager will be responsible for project development planning and preparation, and for managing all stages to achieve results in the areas of responsibility. S/he is also responsible for reporting to and preparing/organizing all aspects of the Leadership Team meetings and for co-chairing the Technical Team with a designated “Agency Representative”.

Duties and Responsibilities

Substantive support to the project: governance, implementation and monitoring

• Establish and execute the project implementation plans in collaboration with the project management and stakeholders (Leadership Team, Technical Team and its sub-groups), including setting objectives, performance measurements, standards and results expected to ensure timely and client-oriented services.
• Monitor and supervise the timely and cost-effective implementation of the project according to the One UN House goals, the leadership team expectations, and allocated resources.
• Supervise the project ensuring that the governance and quality standards are adhered to during project (initiation and implementation);
• Facilitate timely and accurate project tracking, analysis of outputs, and reporting.
• Assist in the development and implementation of the project governance framework (terms of reference, workplans…).
• Participate in the implementation and coordination of operational and governance procedures.
• In collaboration with the Chair of the Leadership Team, the Technical Team and the change management working group, develop communications materials and briefings around the project implementation to increase UN staff awareness on the One UN House.

Project development and planning

• Support the Chair of the Leadership Team to ensure the financial sustainability of the project and delivery of desired results, ensuring compliance with organizational strategies, rules, regulations and standards of performance.
• Working in close collaboration with the Technical Team, submit mandated reports and critical issues to the Leadership Team and other project stakeholders, to drive future process improvement and business development planning.
• Manage and oversee the preparation of project documents (including business cases/strategies, project plans, risk assessments and project products).
• Ensure the accurate and timely completion of project/work streams recommendations from the sub-groups for the review and endorsement of the Technical Team and approval of the Leadership Team.
• Ensure that the common back-office functions and services directly related to the One UN House are developed in accordance with the highest standards and in line with the spirit of the approved UN reform agenda on business operations.
• Lead the planning and organization of strategic capacity-building of the common back-office staff, clients (UN entities and staff) and stakeholders as part of the project outcomes and support its implementation up until such time as the common back-office has become operational
• Working closely with the Technical Team prepare an annual work plan proposal for submission to the Leadership Team building on activities undertaken and/or completed over the last year, and proposing project activities to be conducted the following year.

Manage project resources

• Plan together with the Technical Team, and propose to the Leadership Team, required resources (human and financial) and decisions necessary to the One UN House goals.
• Manage project resources in accordance with UN’s standards of ethics, integrity and accountability framework and financial sustainability.
• Assist in planning, recruitment, management, direct supervision and development of project management personnel/technical experts with the skills and competencies needed to ensure optimum performance and encouraging the formation of diverse teams in terms of gender.
• Promote teamwork, collaboration and diversity by supporting the Technical Team and sub-groups with clear direction, objectives and guidance to enable them to perform their duties responsibly, effectively and efficiently.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Oversee the One UN House relocation activities

• Under the direction of the New UN House Leadership Team, and its Chair, the Project Manager will be initially responsible to lead the oversight of the UN relocation project of the One UN House – on behalf of the UN agencies in Pretoria and Johannesburg until the completion of relocation of the UN entities/staff.
• Promote initiatives under the project workplan on corporate environmental responsibility with the aim of delivering both a reduced-emissions and increased-efficiency and integrate sustainability into the common administrative operations, in accordance with the United Nations initiatives such as UN Greening the Blue (Sustainable United Nations) , Advancing Net Zero (World Green Building Council).
• Provide strategic advice to the Leadership Team and the Technical Team regarding staff engagement and behavior change in relation to the One UN House functions and use of services working in collaboration with Task Team on Common Premises and Facility Services (TTCPFS).
• Provide discrete oversight of the landlord tenant installation to ensure that the government mechanisms in place for quality assurance and control of the installation plan is adhered to, and that the design is implemented by government and the landlord, as agreed.
• Communicate with key stakeholders such as the Leadership Team, the Technical Team and its sub-groups, and Environmental/Sustainability entities, on a wide range of topics including, but not limited to, relocation impacts on staff, facilities services and client consultation plans.

Competencies

UN CORE VALUES AND COMPETENCIES

Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication:Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Required Skills and Experience

Min. Academic Education

• Masters Degree in business administration, public administration, finance, economics or other relevant field.

Min. years of relevant Work experience

• At least 7 years of progressively responsible experience at the international level with common back-office management, human resources management and/or administrative policies, and/or experience in premises management, establishment of related services and contract management;

Required skills and competencies

• Leadership experience and in handling complex issues and multiple stakeholders;
• Experience managing a service operation and supervising staff.
• Proficiency in computerized accounting systems, Microsoft Software and IT packages.
• Experience with UN, governments and international development organizations
• Excellent analytical, communication, writing and presentation skills

Desired additional skills and competencies

• Experience with the UN in the areas of operations or the management of UN common premises;
• Experience in facilities management, maintenance and construction activities of very large office complexes;
• Experience with business process reengineering, business innovation strategies, or entrepreneurial activities;
• Successful experience in leading a building to a green/sustainable certification process;
• Demonstrated ability to prepare high-quality management information and reports.

Required Language(s) (at working level)

• Working knowledge of English is required.