Project Management Support Specialist (Team Leader)

• Lead, Motivate and Manage the pool of Project Management Support (PMS) personnel;

• Ensure that behavioral expectations for Project Management Support team members are established;

• Actively contributes to the implementation and further refinement of the Resources Pool Management Strategy; promoting synergies across the MCO;

• Identify emerging resources needs and proposes solutions to ensure uninterrupted and consistent support the Project Managers in project delivery;

• Develops strategies and approaches that foster a common vision for maturity, and strive towards harmonizing good practices across projects in the MCO;
• Instill a culture of excellence, best practices, continuous improvement, and lesson learning in the delivery of projects in the Project Management Team;
• Take a leadership role in the implementation of the Operational Excellence Agenda; ensuring KPIs are mainstreamed into all PMs performance metrics and monitored regularly;
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed;
• Promote and support a learning culture by empowering team members to take charge of their learning and development aspirations, and plan/ facilitate learning opportunities to maintain personnel competency and flexibility;
• Exercise management of all staffing issues within the PM Team including recruitment taking into account gender parity and diversity objectives, on-boarding and staff performance reviews
• Ensure that performance reviews are conducted fairly, accurately and timely;
• Create, foster and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment 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 commitments.
• Develop and establish resource tracking systems and/ tools for use within the PMS Resources Pool Team, complementary to UNOPS’ online tools, to ensure consistent, effective, and comprehensive support to Project Managers across the MCO;
• Providing induction briefings to newly recruited staff and render support to consultants in the course of their assignment;
• Ensures the Project Management Team meets the metrics established for the unit and it’s partners;

 2. Project Implementation Oversight

• Advise Project Managers and PMS Team members on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress;

• Provide functional oversight and monitoring of project financials and advise the Project Managers accordingly;

• Ensure all projects expenditures are tracked regularly and take relevant action when required to revise budgets (realignment and amendment);

• Ensure all projects monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs;

• Facilitate information flows and provide functional oversight to PMS Team members support to change controls, risk registers and issue management; document and feedback lessons learned and best practices;

• Support project planning as required;

• Ensure PMS Team members contribute to the maintenance of all supporting project financial documents for audit and review processes;

• Provide functional oversight to PMS Team members’ continuous monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager;

• Provide functional oversight to PMS Team members to ensure work efficiency and quality towards intended outcomes, partner commitments and operational excellence exigencies at all times;

• Assume the Project Management Support Specialist Role on projects as assigned by the Head of Programme;

• 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;

• Supports the PMO to ensure lessons learnt are identified, captured and shared in a timely and appropriate manner.

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Proactively remain abreast of new developments, innovations and tools related to Portfolio, Programme and Project Management (P3M) practices promoting a common approach and frame of reference;

• Coach, mentor, train and otherwise support the Programme and Project Management Teams to fulfill their objectives and potential;

• Act as an advisory resource for other Programme Team members as appropriate;

• Contribute to expertise in tools and techniques

• In consultation with the relevant stakeholders, provide oversight of the preparation amendments of Agreements and Budget revisions when applicable; support Project Managers in initiating and finalization of Amendments through oneUNOPS Projects

• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure;

• Support development and maintenance of UNOPS ERP based management information systems to ensure real time tracking and asset management under the project activities;

• Facilitate liaison with the Finance Unit to process and monitor all payment requests within the Project

• Ensure PMS Team members support Project Managers in monitoring all HR requirements and related activities under the Project

• Ensure PMS Team member supervise and review submissions for Contracts, Purchase orders, Waivers and related documents prior to final approval;

• In accordance with UN and UNOPS Security Policies, ensure PMS team members manage travel for all personnel in the Project Team;

• Take part in project and stakeholder meetings as and when necessary, and maintain records of these meetings;

• Liaise with finance and logistics/procurement units in tracking commitments and disbursements;