United Nations Office for Project Services (UNOPS)

Specialist (Project Management Office)

United Nations Office for Project Services (UNOPS)

Job Description

 

This position is in the Operations Support Division (OSD), Office of Information and Communications Technology (OICT) in New York. OICT provides enterprise-wide oversight of Information Communications Technology (ICT) programmes, budgets and decision-making to ensure alignment with the Secretariat's overall ICT strategy in support of the Organization's mission. OICT is also responsible for the delivery of projects that satisfy the requirements of the UN Secretariat, United Nations Global Service Center (UNGSC), field missions and other supported entities. OICT has implemented a range of infrastructure and application systems and tools to address the principal requirements of its clients to support and enhance the processes UN undertakes.

This is a position in UNOPS for supporting the Global Project Management Section (GPMS, OICT PMO) for programmes and projects carried out for or in the United Nations Secretariat, UNGSC, field missions and other supported entities. The incumbent of this position will be a UNOPS personnel and is under its full responsibility.Functional Responsibilities
The main role of the Project Management Office (PMO) - Specialist is to support the OICT PMO, project management stakeholders and teams to improve project performance.

Summary of key functions and duties:
Under the overall supervision of UNOPS Senior Programme Manager, the incumbent works under the guidance of the Chief, Global Project Management Section / OSD and will report to the Project Oversight Manager and is responsible for the following duties:

1. Provide Administrative and Management Support to the OICT PMO

  • Draft and update project management governance documentation, including related policies, standard operating procedures and terms of reference.

  • Provide continuous improvement advice to the OICT PMO on project management methodology, as well as issues that may impact the achievement of strategic programmes and projects.

  • Provide specialized advice for the development, implementation and evaluation of the OICT strategic projects in alignment with project management best practices and the approved OICT PMO framework and methodology.

  • Actively interact with project stakeholders to confirm completeness, approval and dissemination of project governance documentation.

  • Maintain and update Project Management Power BI Dashboards environment in Coordination with UNGSC SGITT and Reporting and BI Unit.

  • Provide administrative support in senior management meetings, draft meeting minutes and summaries as required.

  • Assist with project documentation reviews as required.

2. Develop and Deliver Project Management Training
  • Develop training materials, such as manuals, guides and training videos for project management methodology, Microsoft Project Online, and Project Management Power BI Dashboards training in coordination with relevant UNGSC SGITT entities.

  • Provide training and guidance to the project teams and other PMO stakeholders on project management methodology, governance, best practices and the use of templates, standard reports and tools.

3. Provide Project Management Reporting and Compliance
  • Define requirements, design, develop and maintain reports and dashboards with general project information, project status and compliance.

  • Monitor and analyze project progress and compliance, and proactively advise management of deviations, risks and issues.

  • Engage with project stakeholders to discuss status of new and ongoing projects and provide updates of risks and issues; discuss and follow up on the agreed risk mitigation and issue resolution; provide project assurance.

  • Desig surveys, undertake data collection, analyze information, and produce reports outlining problems, conclusions and trends.

4. Support Project Management Communication and Events
  • Coordinate, moderate and prepare material for workshops and other events on project management, compliance with the approved PMO framework, methodologies and tools such as Project Online, Project Professional and Power BI. Prepare and preserve records of such events.

  • Update the PMO website with approved content and remove obsolete content.

  • Plan and facilitate bi-monthly global meetings, to brief UN Secretariat and ICT teams to report and discuss global project status and enable interactive discussions on issues and possible solutions. Prepare and disseminate meeting records.

  • Communicate and engage with project stakeholders and agree on action plans to manage process changes to improve project management practices and tools.

  • Draft and deliver presentations related to project management portfolio.

5. Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Key results expected:

  • Project management methodology regularly reviewed and updated in line with best practices identified during the year.

  • Status and compliance reporting available to senior management as per the agreed scheduled and approved standards which help to proactively identify and address risk and issues and thus improve project execution in the UN Secretariat ICT teams.

  • Project documentation, including reports, templates and standards available to client and UNOPS relevant users and preserved for future reference.

  • Client and UNOPS personnel receive project management expert advice and guidance on how to apply the project management framework and on the use of the related tools, through ongoing consultations.

  • Planned project management related workshops and training sessions conducted with positive feedback from trainees. Feedback used to continuously improve learning events.

  • Inputs to plans and roadmaps for expanding knowledge of the PMO among the UN Secretariat and ICT teams provided as per the required deadlines. Effectively transfers knowledge through workshops, training sessions and development of documentation, technical and procedural manuals.

  • PMO website up to date.

IV. Impact of Results
  • Informed client senior management and other PMO stakeholders able to proactively take action on projects that may be at risk or that are being impacted by internal or external factors, to ensure that the projects remain valid and under control, at all times.

  • Reduced duplication of efforts and better coordination between projects, programs and portfolios within OICT.

  • Project documentation is available and stored for longer term access, including to inform lessons learned that may help guide new projects, as well as support evaluations and audits.

  • Project execution in the UN Secretariat and ICT teams is continuously improved.

  • Client and UNOPS personnel develop programme and project capacity and expertise that is consistently applied to new and ongoing projects.

  • Plans and roadmaps for expanding knowledge of the PMO among the UN Secretariat and related ICT teams are enriched by best practices and lessons learned.

Education/Experience/Language requirements
Education:
  • An advanced university degree (Master’s degree or equivalent) in related field is required.

  • A first-level university degree in combination with additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

Required
  • Minimum of 5 years of progressively responsible experience in an ICT Project Management Office (PMO).

  • A minimum of 3 years’ experience in the planning, design, development, implementation and support to project teams of a Project Management Office.

  • A minimum of 2 years’ experience designing project management reports.

  • Minimum 2 years’ experience working with MS Project Professional and/or MS Project Online.

Desirable
  • Working experience with MS Project Online, MS PowerBI.

  • Project management certification such as PRINCE2 Practitioner or PMP.

  • Experience engaging with client customers at diverse levels, from senior management to junior level personnel.

Language Requirements:
  • For this job opening, fluency in English (both oral and written) is required.

  • English and French are the working languages of the UN. Knowledge of another UN official language is desirable.

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.Contract type, level and duration

Contract type: Staff
Contract level: P3
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

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.

  • Qualified female candidates are strongly encouraged to apply.

  • 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

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post

  • The incumbent is responsible to abide by Security Policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

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

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

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

Background Information: Sustainable Development Cluster (SDC)

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include Grants Management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and Procurement Management.

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