Portfolio Management and Leadership:
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Responsible for developing and leading the implementation of the Business Plan for the Transactional Unit;
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Defines and implements a partner engagement and satisfaction plan for the unit;
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Develops, maintains tools and reports on quality and performance metrics for the Transactional Unit;
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Holds the role of Project Executive for the Transactional Unit;
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Plan and manage the required resources for the Transactional Unit (human and financial);
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Promotes an integrated and harmonized approach to delivery within the portfolio aligned with strategic plan of the multi-country office;
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Lead and motivate the portfolio team;
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Ensure that behavioural expectations of team members are established;
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Ensure that performance reviews are conducted fairly, accurately and timely
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Select, recruit and train the team as required and take into account gender parity and diversity objectives.
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Ensure safety and security for all project personnel and comply with UNDSS standards
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Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassments, sexual harassments 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 commitment
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Mainstreams lessons learnt and best practices into new Engagement Acquisition;
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Promotes UNOPS services by building a network of key partners; keeping abreast of market (and social, economic, political) trends. Demonstrates application of innovation in service delivery;
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Proactively cultivates and maintains partner relationships (i.e., governments, country offices, and international funding institutions) and contributes to recurrent partnerships;
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Advises and supports the preparation of proposals for new engagements for the Transactional Unit in line with Strategic Direction of the Multi-Country Office and Region;
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Participates in negotiating cost-effective and mutually beneficial terms for UNOPS services with prospective clients and partners;
Portfolio Delivery and Performance:
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Oversees the preparation of project initiation documents (PID), Legal Agreements, and develop a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders to ensure the project(s) products are capable of meeting the business cases for both UNOPS and the client
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Oversees and assures the development, completion and updates to implementation plan(s)
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Leads the implementation of approved plans (including the establishment of milestones) within tolerances set by the Project Board.
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Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span.
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Oversee the management of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
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Ensure that quality of project work packages and deliverables complies with the quality requirements defined in the Implementation Plans.
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Liaise with any external suppliers or account managers
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Ensure the acceptance and delivery of work packages
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Monitor the progress of projects within the portfolio ensuring that work packages are being executed properly
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Ensure project and work packages changes are implemented as needed
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Ensure goods and services delivered by suppliers are accepted.
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Lead contract management duties including supplier performance evaluation.
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Manage the identification and anticipation; in a timely manner, of potential risks and issues and advises mitigating measures to senior management/ Project Board so that maximum benefit to partner(s) and other stakeholders is achieved
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Identify and support potential business opportunities for UNOPS
Procedures:
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Comply with all organisational policy and specifically the Project Management Manual
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Prepare/adapt all relevant plans for approval by the Project Board.
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Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
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Draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
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Ensure maintenance of the project files and lessons learned are recorded
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Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
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Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
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Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project
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Understand the unique structures of the UN and budget appropriately for personnel
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Manage expenditures against the budget (based on accurate financial reports)
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Where the Portfolio Sr Manager has no delegation as a committing officer, s/he retains these responsibilities and will monitor and instruct/request others to carry out the relevant commitments and disbursements.
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For project closure purposes, ensure formal handover of projects in the portfolio to the closure manager
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Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations
Stakeholder engagement
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Establish solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
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Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies
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Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications
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Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products
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Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications.
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Advise client(s) on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance)
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Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs
Monitoring and Reporting
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Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
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Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
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Maintain diaries and progress reports as required by the organization’s standard procedures.
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Provide routine oversight and analysis of delivery data within the dashboard system.
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Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span
Quality Assurance
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Work with internal stakeholders to ensure projects comply with audit requirements
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Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems
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Coordinate quality reviews of project documents and deliverables
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Provide quality control for management outputs (project documents, reports, etc.)
Knowledge Management and Innovation:
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Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
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Actively interact with other Portfolio, Programme and Project Managers and the wider PM community to share case studies, lessons learned and best practices
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Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner. Participate in the relevant Communities of Practice
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Research and logging of lessons learned throughout the project life span.
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Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.
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