Project Management Support – Specialist (Infrastructure) At UNOPS

UNOPS in the Philippines

Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU. In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors.

Role Specific

Under the direct supervision of the Lead Construction Management Engineer (Team Lead) and secondary reporting line to the Senior Project Manager, the incumbent will provide a strong contribution to the overall success of the project. S/he will play an important role in supporting the Project’s Infrastructure Team Lead with the implementation of project activities through the provision of technical expertise and the application of best practices in the infrastructure project implementation.The incumbent coordinates the team of project engineers & HSSE officers and oversees the construction supervision work in line with UNOPS technical standards.

The Project management Support – Specialist (infrastructure) will contribute to the effective delivery and implementation of strategic and effective infrastructure technical assistance and support services in line with the signed Project Agreement.

The Project Management Support – Specialist (infrastructure) is also responsible to ensure high quality and consistency of work by promoting a collaborative, client’s focused, quality and results oriented approach in the team.

Purpose and Scope of Assignment

The purpose of this position is to provide project management, technical expertise and coordination support to the implement and deliver required activities during the period of the project in line with the project goals. The Project Management Support – Specialist (infrastructure) supports to ensure smooth running of the project, builds an effective team, promotes teamwork and an environment that is conducive to delivering results.

At the request or in the absence of the Senior Project Manager leads the project’s infrastructure team focusing on effective monitoring and consistent delivery of project activities on ground.

Functional Responsibilities

Summary of functions:

1. Project Delivery and Performance
2. Procedures
3. Monitoring and reporting
4. Stakeholder engagement
5. Quality assurance
6. Knowledge management and innovation
7. Personnel management

Under the overall supervision of the Senior Project Manager, the incumbent will be responsible for the following:

1. Project Delivery and Performance

• Facilitate the development and updates of implementation schedules and plan(s).
• Coordinate the implementation of the approved plan (including the establishment of milestones) within tolerances set by the Infrastructure Team Lead Manager.
• Promote embedding sustainability dimensions including social and gender inclusion, environmental and economic aspects into project life span where possible.
• Coordinate with relevant departments to deliver the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
• Ensure that quality of services complies with the quality requirements defined in the approved Quality Management Plan and Implementation Plan.
• Liaise with any external stakeholders in line with the approved communication plan.
• Coordinate acceptance and delivery of services in line with signed vendor contracts.
• Monitor project progress ensuring that services provided by UNOPS are being executed properly.
• Facilitate acceptance of goods, services or works delivered by suppliers.
• On behalf of UNOPS, take responsibility for contract management duties including supplier performance evaluation.
• Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to the Infrastructure Team Lead and Snr Project Manager so that maximum benefit to partner(s) and other stakeholders is achieved.
• Identify and report to the supervisor potential business opportunities for UNOPS.

2. Procedures

• Facilitate compliance with all organizational policy and specifically the Project Management Manual.
• Prepare/adapt all relevant plans for approval by the Infrastructure Team Lead and Snr Project Manager.
• Coordinate the management and administration of Project Legal Agreement(s) in reference to the specific technical requirements and structure of the projectEnsure all reporting obligations for Infrastructure related work packages defined in the Legal Agreement(s) and in the Project Implementation Plan are fulfilled.
• Coordinate with the relevant stakeholders on the timely submission of requirements definitions for procurement processes. Evaluating submissions received, if appointed to the evaluation team.
• Coordinate maintenance of the project files and lessons learned for the relevant work packages are recorded.
• Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/ recommendations.

3. Monitoring and Reporting

• Prepare and issue regular project work package reports in accordance with Partner and UNOPS requirements for reporting.
• Develop and maintain performance monitoring tools to track progress of UNOPS work packages and allow early escalation where identified
• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
• 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 track and regularly update milestones and targets for the duration of projects’ life span.

4. Stakeholder Engagement

• Develop stakeholder profiles and adopt effective stakeholder engagement strategies.
• Establish solid working relationships with the key stakeholders.
• Coordinate communication between the UNOPS Project team and the Client’s team and ensure timely dissemination of needs, risks and issues.
• Monitor the effectiveness of communications and adjust strategies as needed.
• Support the Partner in external stakeholder engagement and communication, ensuring effective timing and interdependency management of communications.
• Ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover outputs.

5. Quality Assurance

• Work with internal stakeholders to ensure the project complies with audit requirements
• Work with the project team to update and implement the Quality Management Plan.
• Coordinate quality reviews of project documents and deliverables
• Provide quality control for management products: Project Agreements, Budgets, plans, documents, reports, etc.).

6. Knowledge management and innovation

• Actively interact with key stakeholders , and share lessons learned and best practices.
• Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
• 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.
• Research and logging of lessons learned throughout the project life span.
• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies.

7. Personnel Management

• Lead and motivate the team assigned to support the project.
• Ensure that behavioural expectations of team members are established.
• Ensure that performance reviews are conducted fairly, accurately and timely.
• Select, recruit and train the team as required and take into account gender parity and diversity objectives.
• Ensure safety and security for all project personnel and comply with UNDSS standards.
• 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.
• Promote accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.