Project Coordinator – Technical Assistance Management Unit (TAMU)

Summary of functions:

Under the direct supervision of the Project Manager, the  Project Coordinator, will be responsible for the following summary of functions.

1. Project Delivery and Performance

2. Stakeholder  Management

3. Procedures 

4. Monitoring and Progress Controls

5. Knowledge Management

6. Knowledge management

7. Personnel management

Project Delivery and Performance

• Develop and maintain project plans.

• Implement approved project plans (including the establishment of milestones) within tolerances set by the project board.

• Manage the production of the required products under the TAMU, taking responsibility for the overall progress and use of resources and initiating corrective action where necessary. 

• Facilitate embedding sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span. 

• Support the TAMU Project Manager in disseminating and implementing Performance Management and Monitoring System (including tools and templates) across all relevant departments.

• Establish and maintain regular check ins with Department Focal Points in which TAs are assigned to gather feedback and support in performance management related matters.

• Review and assess the output management processes under the TAMU.

• Identify, manage and escalate issues related to TA performance to the TAMU PM and support in implementing corrective measures where possible.

• Provide advice to the TAMU PM and team any course corrections if required.

• Facilitate the implementation of evaluations, studies and other data collection efforts related to the project delivery.

• Regularly assess, identify, and anticipate 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.

• Identify and manage Risks so that maximum benefit to client and stakeholders is achieved.

• Manage and review product quality and ensure products are accepted through the agreed mechanisms.

• Monitor and evaluate performance of service providers, as needed.

• Identify and report threats to UNOPS internal business case to supervisor.

• Provide on-the-job capacity building to the Ministry’s technical coordination and HR units .

Stakeholder  Management

• Maintain and strengthen working relationship with the Ministry and key stakeholders. 

• Actively contribute to the implementation of Governance arrangements.

• Actively contribute to resources mobilisation efforts based on needs identified by the Ministry.

• Advise the PM and member of the project board on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).

• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.

• Actively coordinate with MOH Departments to which TAs are assigned, seeking feedback on TA performance, progress against deliverables, identifying emergent needs, among others.

• Manage the information flows between the Project Board/OC Director and the project(s).

Procedures 

• Actively support the Project Manager to ensure compliance with all UNOPS organisational policy and specifically the Project Management Manual.

• Support the PM with reporting obligations defined in the Legal Agreement(s) and in Plan.

• Actively support the PM ensuring maintenance of the project files and lessons learned are recorded.

• Take a leadership role in developing tools, workflows and tailoring procedures for TA management that are fit for purpose.

• Lead the dissemination and implementation TA management and monitoring tools that have been adopted for the TAMU.

• Ensure compliance with relevant procedures related to recruitment and performance management of technical assistants.

• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

Monitoring and Progress Controls

• Track progress toward the project’s planning, monitoring, and evaluation system.

• Prepare and issue regular reports on TA progress against deliverables in accordance with partner and UNOPS requirements for reporting.

• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).

• Conduct periodic meetings with various units of MOH to coordinate planned activities of the TAMU.

• Maintain diaries and progress reports as required by the organization’s standard procedures.

• Provide routine oversight and analysis of delivery data within the dashboard system.

• Ensure all project team members and technical assistants track and regularly update milestones and targets for the duration of projects’ life span.

Knowledge Management

• Participate in the relevant Communities of Practice

• Actively interact with PMs and the PM community to share case studies, lessons learned and best practice on the Knowledge System.

• Provide feedback to Practice Leads on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

• Develop reports to stakeholders on project’s results. 

• Complete lessons learned as per reporting format.

Personnel Management

• Lead and motivate the TAMU team.

• Ensure that behavioural expectations of team members are established. 

• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).

• Ensure that performance reviews are conducted according to the tools and schedules. agreed

• Establish regular team meetings with members of the TAMU team to facilitate activities planning, task assignments, monitoring of activities and information sharing.

• Facilitate timely information sharing amongst the TAMU team members and TAs on developments as they arise.

• Liaise with relevant directorates and offices of the Ministry to deliverables of the technical assistant management unit.

• Inform and advise technical assistants, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding and management.

• Ensure safety and security for all personnel and comply with UNDSS standards.

Education:

• Advanced University (Masters) Degree in Project Management, Public Health, Development Studies, or other relevant discipline is required. OR

• A first-level university Degree (Bachelor’s Degree) with an additional two (2) years of experience may substitute the requirement for a Master’s Degree.

Certification:

• PRINCE2 Practitioner Certification is highly desirable.

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

Experience:

• A minimum of  five (5) years experience with a Master’s Degree OR seven (7) years with a Bachelor’s Degree in project management, with a focus on monitoring, reporting, and coordination is required.

• A minimum of five (5) years experience in stakeholder management is required. 

• Experience in setting up a performance management system and human resource management in the health sector is an advantage.

• Experience in capacity strengthening, coaching, and mentoring is an asset.

Language Requirements:

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

• Knowledge of another UN Official language is an asset.