Project Management Office (PMO)-Associate – UNOPS

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Project Management, Programme Management
Vacancy code	VA/2022/B5312/25204
Department/office	AFR, ETMCO, Sudan
Duty station	Khartoum , Sudan
Contract type	Local ICA Support
Contract level	LICA-6
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	30-Dec-2022 to 14-Jan-2023

 Background Information – Job-specific

UNOPS Ethiopia Multi-Country Office (ETHMCO) exciting career opportunity

UNOPS-ETHMCO is recruiting for this position: Project Management Office (PMO) – Associate  based in Sudan-Khartoum.

Qualified women (female) candidates are encouraged to apply.

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.  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.  

The Multi Country/Country Office is responsible for managing strategic and operational risks associated with the CO/MCO portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results.

Job Specific

The primary role of Project Management Office (PMO) – Associate is to ensure Sudan Country Office complies with policies, processes and tools defined at Corporate and/or MCO level.

The Project Management Office (PMO) – Associate will 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 Sudan Office on behalf of the Country Manager .  

The Project Management Office (PMO) – Associate will report to the Country Manger; but will functionally be supervised by the Project Management Office Specialist at MCO. 

 Functional Responsibilities

Summary of key results:

The Project Management Office (PMO) – Associate will, under the guidance of , and in cooperation with, MCO PMO Specialist contribute to consistent implementation of the UNOPS project management method and standards across Sudan’s Project portfolio. The Project Management Office (PMO) – Associate will periodically review projects’ performances and  help in identification of gaps in policies and practices; and support the development of corrective actions.he/she shall be responsible for the following duties including, but not limited to.

Development and Planning

• Provide assistance during Engagement Development and ensure the right tools and procedures are used, and risks are identified with appropriate mitigation measures.
• Support Business Development team in setting up proper project governance, including timely establishment of Project Boards.
• Assist project planning ensuring that realistic timeline is established, covering DNP for Infra projects, with adequate floating time factored in.
• Follow up and ensure that handover from Business Development team to Project team is carried out as per the guide.
• Support the development of high-level Unit/Programme plans.

Set-up and closure

• Support in project setup including project budget preparation, fund application, and expenditure forecasts.
• Contribute to project closure activities, including but not limited to tasks related to disposal of project assets, final reporting, updating information and or uploading documents in oneUNOPS Projects.
• Assist  project closure activities – operational and financial closure, ensuring appropriate disposal of project assets, timely reporting..etc.
• Act as Sudan’s focal point for all project closure activities, including monitoring the progress of closure activities, the accuracy of such data, guiding and following up project teams who are engaged in closure activities. 
• Work closely with key stakeholders to ensure all projects are closed on time and in line with the organization’s policies. 
• Monitor timely submission of closure plans by PMs.

Monitoring,  Reporting and supporting delivery

• Contribute to establishment of tracking systems and tools to facilitate monitoring of project progress and performance. Regularly update these systems and tools.
• Assist with monitoring of project management activities in the country, in line with PMM requirements through periodic health checks. 
• Provide periodic analysis of delivery data and share it with the Project team and Management as appropriate.
• Help with the development of required monitoring and reporting templates and tools to be used by the project team.
• Contribute to timely identification of potential risks and issues specific to delivery, and escalate and suggest mitigating measures to the Head of Programme.
• Monitor timely submission of client reports, exception reports and internal reports.
• Support in the review of project status; evaluation and monitoring of  performance criteria (scope, cost, schedule and quality).
• Support in tracking projects progress by ensuring that all projects submit status report and regularly update specific milestones and targets for the duration of projects.

Stakeholder engagement

• Assist in the management of communications across programmes and projects; and with other functional units, when applicable.
• Contribute to development of stakeholder profiles and assist in development of external communications products.
• Monitor and ensure timely establishment of Project Boards and the organization of periodic Project Board meetings;

Quality Assurance

• Ensure projects implement guidelines, procedures, templates and propose new ways of working based on regular review of practices.
• Assist internal audit and finance to support projects to comply with audit requirements.
• Support in ensuring  compliance with UNOPS defined quality standards and processes across projects.
• Support in providing quality control for management products (project documents, reports, etc.).
• Support quarterly assurance process and other quality assurance and control methods  and provide relevant analysis and documentation.

Knowledge management and innovation

• Contribute to design and delivery of capacity building initiatives, while focusing on UNOPS project management standards and requirements.
• In collaboration with PMO Specialist, engage PMs and other personnel in order to identify and share lessons learned and best practices. 
• Monitor timely entry of lessons in oUP; best practices and lessons learned are appropriately captured, documented, shared and integrated accordingly .
• Ensure complete and up to date documentation are uploaded in oUP by all projects
• Support the organization of periodic lessons learnt workshops.

Impact of Results

The Project Management Office (PMO) – Associate directly impacts on achievement of project results by supporting the PMO Specialist and 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 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.

 Education/Experience/Language requirements

Education:

• Secondary School Diploma is required.
• Diploma Certification in project management, development studies, business administration, international relations or related fields in combination with four (4) years will be considered. 
• First University  Degree (Bachelor’s Degree) or Advanced University Degree (Master Degree) in project management, development studies, business administration, international relations or related fields is an asset.

Certification

• PRINCE2 Foundation certification is highly desirable

Experience:

• Minimum six (6)  years of relevant experience in project management support function is required. 
• Bachelor/Master degree may substitute for some years of experience.
• Experience in successful implementation and/or oversight of projects would be an asset.
• Knowledge of project management tools related to stakeholders, risk and issue management, monitoring and reporting, would be an asset.
• Experience with the UN or other international organization is desirable but not mandatory.

Language Requirements:

• Fluency in written, reading and spoken English Language is required.

 Competencies

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

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA-6 /ICS-6
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

 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.

 Background Information – Sudan

SudanThe UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action.