TERMS OF REFERENCE

(Individual Contract Agreement)

Title: Project Manager

Duty Station: Gaza

Section/Unit: UNOPS Jerusalem Operations Centre

Contract/Level: Level 1 – ICS-9

1. General Background

The Project Manager is responsible for the day-to-day operations of the project(s) and provides services to the different donors, partners and beneficiaries.  He/she is expected to meet and exceed the organizations performance and delivery goals.

2. Purpose and Scope of Assignment

Under the overall guidance of the Jerusalem Operations Center Director, and under direct supervision of the Head of Programme, the Project Manager is responsible to produce/read the project initiation documents (PID), Legal Agreement and have 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. Success of the project(s) and hence Project Manager will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.

The Project Manager will be expected to follow the project lifecycle from inception to completion using standard project lifecycle practices and artefacts. They will be provided with guidance and support by the PMO to ensure key project components and artefacts are in place. The Project Manager will often find him/herself delivering work-streams within a project. A project manager at this level would normally be responsible for one or more UNOPS Level 1 project(s).

The project manager is responsible for all aspects of the project life cycle. S/he must be able to apply, with directions, the below duties and responsibilities of the project success criteria:

Technical tasks:

• Study and prepare the scope of works, contracts and all technical requirements of the engineering design in all its phases,
• Study and prepare the scope of works, contracts, budgets, time schedules and all other technical requirements for construction phases,
• Review project designs in terms of accuracy, suitability to overall design requirements, including identifying improvements in the designs and be able to propose practical solutions and alternatives,
• Review, guide and approve shop drawings presented by contractors during implementation phases. Also, present a methodology to control the scope and reflect the impact of any changes on the project objectives,
• Analyse all project documents, specifications and drawings utilizing research, development, relevant codes and standards as well as good engineering practices,
• Site supervision and giving direction to UNOPS site staff and contractors on all related implementation issues,
• Review and certify the submitted payment certificate,
• Approve submittals and advice on suitable alterations,
• Follow up engineering consultants’ and construction contractors’ obligations on site including inspections, testing, quantity surveying…etc,
• Follow up and report on the project objectives and plans including any delineation of scope, budgeting, scheduling, and setting performance requirements,
• Advice the consultants/contractors on ways to maximize the efficient resource utilization through procurement of labor, materials and equipment according to the set construction schedules and plans.

Administrative tasks:

• Manage the archiving of engineering and procurement related material/s,
• Ensure scheduling of tasks related to project works at different phases,
• Maintain records, compile and check daily progress reports on construction activities, procurement and others according to the agreed timeframe of works for submission to the Head of Programme on a weekly basis and other periodic reports required by the UNOPS standard procedures,
• Manage engineering related material archiving,
• Assist in scheduling requested tasks related to project works at different phases,
• Perform any other tasks relevant to the infrastructure when required and coordinate with the CoE and/or the Regional Infrastructure Advisor.
• Develop project’s closure procedures in all phases. Perform complete contracts closure and gain formal acceptance, and submit final performance reporting

Monitoring, Progress and Risk Controls

• Organize, participate in and document the  Site progress meetings,
• Organize and lead team meetings on a periodic basis,
• Maintaining, accurate, quality and completion documentation as identified in responsibilities above,
• Set up quality management plan, perform quality assurance and perform quality control during all phases of the project,
• Ensure the proper maintenance of equipment, compliance with all codes and adherence to occupational health and safety regulations as per UNOPS requirements,
• Identify and control any environmental risks that can affect the site or the neighboring domestic areas around the site.

Stakeholder Management:

• Establish solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
• Manage communications and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
• Advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance)
• Manage the information flows between the Project Board/Head of Programme and the project(s)

Delivery and Performance:

• Develop and maintain project plans
• Implement approved project plans (including the establishment of milestones) within tolerances set by the project board
• Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life cycle.
• Manage the production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary
• Liaise with any external suppliers or account managers.
• Authorize Work Packages
• Advise the Project Board and Head of Programme of any deviations from the plan
• Identify and manage risks so that maximum benefit to client and stakeholders is achieved
• Manage and review product quality and ensure products are accepted
• Monitor and evaluate performance of service providers
• Identify and report potential business opportunities for UNOPS to Head of Programme
• Identify and report threats to UNOPS internal business case to Head of Programme

Procedures:

• Follow the Project Management Cycle Instructions and ensure that all organizational policy is complied with (Organizational Directives and Administrative Instructions)
• Prepare/adapt the following plans for approval by the Project Board:  I. Project Initiation Documentation; II. Stage/Exception Plans and relevant Product Descriptions
• Prepare the following reports:
• Highlight Reports
• End Stage Reports
• Operational Closure Checklist
• End Project Report
• Handover Report

• Maintain the following: i. Electronic Blue File; ii. Procurement, HR and Finance files as required by those practices as per OD12.
• Ensure that all expenditure comply with UNOPS Financial Rules and Regulations (FRR).
• Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage UNOPS overheads, allocable charges, and related corporate charges as they apply to the project
• Understand the unique structures of the UN and budget appropriately for personnel
• Manage and remain accountable for expenditures against the budget (based on accurate financial reports)
• Where the Project 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.

Knowledge Management:

• Participate in the relevant Communities of Practice
• Actively interact with other 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
• Complete lessons learned as per reporting format
• Incorporate lessons learned from others as per planning format                                                                                                        

Personnel Management:

• Lead and motivate the project management team
• Ensure that behavioural expectations of team members are established
• Ensure that performance reviews are conducted
• Identify outstanding staff and bring them to the attention of the OC Director
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff)
• Select, recruit and train team as required by project plans
• Perform the Team Manager role, unless appointed to another person(s)
• Perform Project Support role, unless appointed to another person or corporate/programme function
• Ensure safety and security for all personnel and comply with UNDSS standards

Core Values and Principles:

Understand and respect UNOPS sustainability principles

• Look for ways to embed UNOPS sustainability principles in day to day project management

• Seek opportunities to champion gender equality at work place

• Champion and communicate project’s sustainability aspects with key stakeholders

Understand and Respect National ownership and capacity

• Understand the principles of the Paris Declaration on aid effectiveness and mainstream them into the project plans
• Seek opportunities to recruit qualified local staff

• Look for ways to build capacity of local counterparts

Partnerships and Coordination

• Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system

• Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners)

Accountability for results and the use of resources

• The project management processes are designed to deliver maximum accountability, transparency and results. If a project or processes is not in line with this, it is the responsibility of the PM to raise the issue to a supervisor

Excellence

• Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

Monitoring and Progress Controls

Ensure that the project(s) produce(s) the required products within the specified tolerance of time, cost, quality, scope, risk and benefits. The Project Manager is also responsible for the project producing a result capable of achieving the benefits defined in the Business Case(s).  Contribute to the overall business targets and needs.

جميع الحقوق محفوظة لموقع جوبس.

Qualifications and Experience

 Education

• Advanced University Degree in Engineering, Project Management, Business Administration, or other relevant discipline.
• University Degree (bachelor’s degree / first level) with a combination of 2 additional years of relevant professional experience  in Engineering, Project Management, Business Administration, or other relevant discipline, may be accepted in lieu of the advance university degree.

• Complete the UNOPS Project Management Foundation course (within one year after signing this TOR)
• A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.                                                  

Work Experience

Five years (or more based on academic credentials) of progressive experience in infrastructure, construction development and management preferrably in energy sector, with focus on monitoring, reporting, development and coordination in either public or private sector organizations.

 Language Skills

Fluency in English and Arabic written and oral is essential.

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.

Functional competencies:

• Technical know how of construction, design, contract management, occupational health and safety, planning and management.
• Professionalism,
• Commitment,
• Communication,
• Judgment and Decision Making,
• High organizational skills

Certifications

International Project Manager Association (IPMA Level B) or Project Management Professional (PMP - PMI) or PRINCE2 Foundation is an asset. 

Additional Consideration:

• Good knowledge of Palestinian National Construction Code, and International Construction Standards related to energy sector.
• Knowledge of design standards required for energy sector used by local authorities,
• High proficiency with computers in particular MS Word, MS Excel, MS Outlook, Internet, AutoCAD, MS Project, and other related software related to the positions field of expertise,
• Good report writing and oral presentation skills,
• Commitment, efficiency, flexibility and willingness to work in a highly motivated team of professionals,
• Ability to adapt to difficult working environment, under pressure and with limited timeframes.