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Project Management Office (PMO) Specialist

  • Contract
  • Geneva
  • Posted 2 months ago

UNOPS - United Nations Office for Project Services

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Job categories Project Management, Programme Management
Vacancy code VA/2024/B5007/28855
Level ICS-10
Department/office GPO, GVA, Geneva
Duty station Geneva, Switzerland
Contract type International ICA
Contract level IICA-2
Duration Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period 11-Sep-2024 to 18-Sep-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Summary of functions:

  1. Development and planning 

  2. Management Oversight or Implementation

  3. Monitoring and Evaluation

  4. Quality assurance and Progress Control

  5. Knowledge management and Capacity building

Under the direct supervision of the Head of Program, the Project Management Office (PMO) Specialist will be responsible for the below tasks and responsibilities : 

1- Development and planning 

  • Provide appropriate levels of programmatic management support to the HoP regarding all ongoing program and project activities while maintaining and implementing appropriate standards and best practices in line with UNOPS policies and procedures.

  • Provides support to potential and current engagement of high value and/or risk, supporting Engagement Authorities in strengthening program and project governance structures and processes to enable achievement of high standards and consistency in line with UNOPS success criteria.

  • Directly contributes to strategic oversight, advice, and direction on program and project management activities in line with service agreements and project documents. Ensure programs and projects contribute to GVA’s strategic objectives and targets.

  • With the oversight from the HoP, develops and establishes resource tracking systems for use within GVA, complementary to UNOPS’ online tools, to ensure effective planning, forecasting, and tracking of delivery across GVA.

  • Identifies, and anticipates promptly, potential risks and issues and advises mitigating measures to the HoP and GVA management team.

2- Quality assurance and Progress Controls

  • Leads the coordination, preparation, and follow-up of the quarterly assurance/project board meetings for the entire GVA portfolio.  

  • Supports the HoP so that the monitoring of entities/funds/programs and projects is carried out regularly to ensure accomplishment of set targets and results for projects/portfolios, and delivery of services as per the agreed terms and conditions and on time. 

  • Supports the HoP to ensure there is an adequate risk-based internal control system and mechanisms in place which are exercised regularly as per the appropriate guidelines and tools of UNOPS Geneva and of UNOPS corporate policies and procedures 

  • Supports in ensuring adequate quality management procedures are applied across GVA’s projects and programs.

  • Provides specialist support to assure the procedures are embedded into the program management of UNOPS Geneva and are applied consistently across all projects/portfolios as per UNOPS corporate guidelines, procedures, and policies. 

  • Works with internal audit and finance to ensure the program complies with audit requirements.

  • Supports the program and projects boards to identify threats, and opportunities, and evaluate the implications of decisions at the organizational level to ensure compliance with UNOPS-defined standards for program/project management.

  • Coordinates quality reviews of program/project documents and deliverables.

  • Provides quality control for management products (project documents, reports, etc.).

3- Set-up and closure 

  • Facilitates the development of high-level program/project plans, including the collation of lower-level plans into program/project-level milestones.

  • Develops, tracks, and maintains dependencies.

  • Liaise closely and support the HoSS/PMs in all project assets and finance-related issues.

  • Takes on the full closure process for orphan projects and liaise with donors throughout the process

  • Oversees and coordinates all project closure activities, ensuring appropriate disposal of the project assets, timely and effective final (operational) reporting, initiation of financial disbursements as appropriate during Defects Liability Periods, updating of information on the UNOPS.

4- Monitoring and Evaluation

  • Provides support to the HoP in regular review of project status, and evaluating performance criteria (scope, cost, schedule, and quality).

  • Maintains progress reports as required by UNOPS standard procedures.

  • Identifies and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the HoP.

  • Within delegated responsibility, manages the maintenance and implementation of effective monitoring and evaluation systems of program and project activities, in line with donor and UNOPS internal requirements, and provides advice and support to portfolio managers and teams to facilitate quality delivery.

  • Within the context of monitoring and evaluation, ensures all projects submit and regularly update specific milestones and targets for the duration of projects’ life cycles, and track progress, or otherwise, against such information as per UNOPS and donor requirements.

  • Provides editorial support to programs and projects, ensuring effective and timely dissemination of reports, in line with project documentation and clients’ expectations.

5- Knowledge Management and Capacity  Building

  • Within delegated responsibility act as a focal point for the GVA maturity enhancement initiatives related to project/program management.

  • Contributes to  recommendations on policy and tools and contribute to the development of guidance material and tools that advance GVA strategic project management goals

  • Disseminate corporate policies, guidance, and best practices that impact GVA portfolio, program, and project management practitioners;

  • 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. 

  • The focal point to Practice Leads on policy and supporting guidance working to achieve continuous improvement of UNOPS policies. 

  • Coordinates and oversees the implementation of requests or initiatives relevant to project management from the Regional Office, IPAS, and HQ Teams, as required.

  • Strategically contributes to the oversight of lessons learned procedures, ensuring that lessons learned are shared in a timely and appropriate manner.

  • Provides guidance and support to project management practitioners on how to embed best practices of project and program governance, risk management, project, and program management 

  • Support and provide training and internal consulting in project and program management and provide project and program development advice and assistance to GVA office and hosted entity personnel, as required, in support of IPMG initiatives and roll-outs.

Impact of Results : 

The Project Management Office (PMO) Specialist directly impacts on achievement of project results by assisting the HoP to implement effective project management methods and strategies, reducing risks, cutting costs, and improving success rates.  This consequently reinforces the visibility and image of GVA 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

a. Education

  • An advanced degree (Master’s or equivalent) in Project Management, Business Administration or related field (e.g. International Relations) is required.
  • A first-level degree (Bachelor’s Degree  or equivalent) in the related areas with an additional two (2) years of  experience may be accepted in lieu of the Master’s degree.

  • PRINCE2 Practitioner Certification is highly desirable.

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

b. Work Experience

  • A minimum of five (5) years of relevant and progressive professional experience, specifically in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects is required.
  • A proven experience in grants management is required, from the selection process to the contract management, and the performance and monitoring oversight.

  • A strong experience with data analysis, management reporting and project management tools and information management systems is required.

  • Knowledge of UNOPS’ project management tools, UNOPS financial and procurement rules and regulations, and financial management tools, is desirable

c. Languages

  • Fluency of English is required. 

  • Fluency in French is an advantage.

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