Job Description

  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.

In light of the Covid-19 emergency situation, UNOPS SNOH is currently supporting the Governments of the Republic of Chad and Mali in COVID-19 Prevention and Response.  In order to support projects originated by this emergency, UNOPS SNOH is seeking a Project Management Office Specialist who is supporting the Project Managers with the day-to-day operations of the mission and coordinating mission progress and implementation.

The primary role of PMO 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 the projects team . The PMO strongly contributes to moving the Multi Country/Country Office toward achieving its mission-focused goals and objectives.

The functions and services of the PMO include:
  • 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.
The primary role of PMO Specialist is to provide projects in Chad and Mali 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.

Functional Responsibilities

Summary of functions:
  1. Development and planning
  2. Set-up and closure
  3. Monitoring and reporting
  4. Stakeholder engagement
  5. Quality assurance
  6. Knowledge management and innovation
  7. Personnel management
Development, planning and Implementation 

  • In conjunction with the projects Team  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
  • Develops and establishes resource tracking systems for use within the s PMO, complementary to UNOPS' online tools, to ensure effective planning, forecasting and tracking of delivery across theMulti Country/Country Office
  • Identifies, and anticipates in a timely manner, potential risks and issues and advises mitigating measures to the sHead of Programme.
  • Coordinate and liaise with the Project Managers on the implementation progress.
  • Advise the Project Managers of any deviations from the plan and update plans.
  • Work with the Project managers to identify and manage risks.
  • Manage assigned delivery of work packages and take responsibility for progress.
  • Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
  • Process direct payments and advance requests and prepare project budget revisions.
  • Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
  • Support the Project Managers by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
  • Alert the Project Managers or any financial shortfalls and over-expenditures.
  • Propose budget revision and initiate corrective action when necessary.
Set-up and closure

  • Develop, track and maintain dependencies.
  • Liaise closely and support the Project Managers in all project assets and finance related issues.
  • For project closure purposes, acts as a focal point between the Multi Country/Country Office and donors throughout the process.
  • Oversee and coordinate all project closure activities
Monitoring and reporting

  • Prepare and issues 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 anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Project Managers .
  • Provide routine Analysis of delivery data within the dashboard system, using UNOPS ERP system as required.
  • Perform routine maintenance and implementation of effective monitoring and evaluation systems of programme 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 tracks progress, or otherwise, against such information.
  • ensure effective and timely preparation  of reports, in line with project documentation and clients' expectations.
  • Provide the project Managers 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 the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.
Stakeholder engagement

  • Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
  • Enable the formulation of programme and project communications plans.
  • Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications across programmes and projects.
  • Coordinate internal programme/project communications.
  • Monitor the effectiveness of programme/project communications
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 Project Managers in supporting key stakeholders to continuously identify and improve operational processes relevant to project implementation
Knowledge management and innovation

  • 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 [if managing a team]

  • Exercise control of all staffing issues within the projects  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 staff.
  • 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.
Impact of Results The Project Management Office (PMO) - Specialist directly impacts on achievement of project results by assisting the Project Managers to implement effective project management methods and strategies, reduced risks, cut costs and improve success rates.  This consequently reinforces the visibility and image of the 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.(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

A Master’s Degree in Project Management, Business Administration, International Affair or related field (e.g. International Relations).

A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Experience

A minimum of least 5 years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of projects.

Previous experience of working within a PMO environment is an advantage.

Detailed knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is essential, Experience with data analysis, management reporting and project management tools and information Management Systems is a strong advantage

Certifications

PRINCE2 Foundation and/or Practitioner Certification is desirable.

MSP certification (Foundation and/or Practitioner) is an advantage.

Languages

Full working knowledge of English/French is essential.

Fluency in one or more additional official UN languages is an advantage.

Contract type, level and duration

Contract type: International ICA (IICA) Contract level: IICA-2 Contract duration: Open-ended

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
  • 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.
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.

 
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