Role Purpose
The Deputy Project Manager manages projects or programs independently within existing frameworks, guidelines, and rules. Provides authoritative advice on the application of established policies and procedures. Adapts existing policies, approaches, and models to meet emerging client or project needs. Supervises a team of support staff and/or junior professional personnel. Solves complex problems by navigating and applying existing rules. Manages a specific portfolio of work (e.g., recruitment programs, procurement cases). Interacts with clients to maintain relationships and ensure reliable service delivery.
Functions / Key Results Expected
1. Project Delivery and Performance
- Develop, complete and update implementation of Project plan(s) and quarterly plans.
- Implement the approved plans (including the establishment of milestones) within tolerances set by the Senior Management/Project Board.
- Embed sustainability dimensions, including social and gender inclusion, environmental and economic aspects, into the project life span.
- Oversee the teams to ensure the production of the required outputs, taking responsibility for overall implementation progress and use of resources and initiating corrective action where necessary.
- Ensure that the quality of work packages and deliverables complies with the quality requirements defined in the Project Plan.
- Oversee the liaison between the various teams with any external suppliers or account managers, and coordinate external liaison.
- Advise the Senior Project Manager of any possible deviations from the plan and possible corrective actions.
- Manage acceptance and delivery of work packages.
- Review and approve the invoicing and progress verification of works, payments certification, procurement, managing construction companies, construction sites and dealing with Government authorities and other stakeholders.
- Monitor project progress through the monitoring team, ensuring that work packages are being executed properly.
- Control project and work package changes.
- Accept works, goods or services delivered by suppliers.
- Lead contract management duties, including supplier performance evaluations.
- Lead the review of project proposals, including technical and economic components.
- Lead and oversee the planning and implementation of community support through implementing partners.
- Oversee and coordinate the development and implementation of systems for internal control that ensure compliance with contractual terms and conditions, in collaboration with the procurement team.
- Identify and anticipate in a timely manner, potential risks and issues and advise on mitigating measures to the Senior Management/Project Board so that maximum benefit to partner(s) and other stakeholders is achieved.
- Identify and report to the supervisor potential new business opportunities for UNOPS.
2. Procedures
- Oversee and coordinate the compliance with all organizational policies, and specifically the Project Management Manual.
- Prepare/adapt all relevant plans for approval by Senior Management/Project Board.
- Manage the reporting obligations defined in the Legal Agreement(s) and Project Plan.
- Oversee the drafting of the requirements for procurement processes. Support evaluating submissions received, if appointed to the evaluation team.
- Oversee the effective implementation of corporate directives, guidelines and strategies, and the establishment of relevant management targets, as well as the monitoring of achievements and results.
- Oversee and coordinate the interactions and management of contractors, grantees and suppliers according to the needs and requirements on site.
- Provide support and guidance to the grantees and assist in resolving site problems, as necessary.
- Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
- Manage expenditures against the budget (based on accurate financial reports).
- For project closure purposes, support the formal handover of the project to the engagement closure manager.
- Support project audit activities, including planning, preparation and coordination during the audits and follow-up on audit observations/recommendations.
- Conduct and supervise Health & Safety, Social & Environmental (HSSE) issues and concerns, including application of UNOPS standards for HSSE.
- Performs HSSE management and inspections and maintains the required records.
- Perform other duties as may be assigned by the SPM.
3. Monitoring and reporting
- Support the Senior PM in the preparation and issuing of regular project and/or financial reports in accordance with Partner and UNOPS legal agreement requirements for reporting.
- Oversee and review grantee and contractor compliance with contract specifications and ensure that contractors and suppliers comply with their work plans to complete work with the specified scope of work, time frame, and budget.
- 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 one UNOPS Project (OuP - internal system) dashboard system.
- Ensure all project team members track and regularly update milestones and targets for the duration of the project's life span.
- Assess the work activities of contractor/s, measure completed works and make recommendations to the Senior Project Manager for progress payments to contractors.
- Review and endorse any design changes that are processed by other parties, and recommend them to SPM for implementation.
- Assist in building and developing the capacity of other technical personnel in construction techniques, including good practices and troubleshooting methods.
- Provide technical advice and assistance to contractors to ensure that economical and quality materials are purchased.
- Monitor the implementation of the works by conducting site visits and providing guidance for improvement and good results.
- Any situation that may require decision making, which will involve variation and or additional cost, shall be brought to the notice of SPM with details of issues encountered at the site and appropriate recommendations.
4. Stakeholder engagement
- Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
- Establish solid working relationships with the Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.
- Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications.
- Coordinate 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
- Develop the project QA strategy and plan.
- Build capacity in the team to undertake QA.
- Ensure the project meets the QA requirements.
- Work with internal stakeholders to ensure the project complies with audit requirements.
- Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems.
- Check all laboratory reports, operation and maintenance manuals, and keep records and report to the SPM accordingly.
- Coordinate quality reviews of project documents and deliverables.
- Provide quality control for management outputs (project documents, plans, reports, etc.)
6. Partnerships and Coordination
- Encourage routine and effective capacity-building activities to be conducted in order to build the long-term and sustainable capacity of staff.
- Actively interact with other Project Teams (PT) and the wider PT community to share case studies, lessons learned and best practices.
- 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. Monitoring and Progress Controls
- Lead and motivate the project team.
- Ensure that behavioural expectations of team members are established.
- Ensure that performance reviews are conducted fairly, accurately and timely.
- Select, recruit and train team as required and take into account gender parity, diversity and inclusion 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. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.
Skills
Contract Management, Project Management, Quality Assurance, Risk Management, Stakeholder Engagement, Team Leadership, Effective communication
Competencies
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organisation. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organisation.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational 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.
Education Requirements
Required
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Master’s Degree in Engineering, Business Administration, Economics, Project Management, or a similar field with 5 years of relevant experience.
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Bachelor’s Degree in Engineering, Business Administration, Economics, Project Management, or a similar field with 7 years of relevant experience.
Desired
Experience Requirements
Required
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Minimum 5 years of relevant progressive experience in managing community projects with a focus on monitoring, reporting, development, and coordination.
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Proven experience of project implementation in close collaboration with government authorities.
Desired
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Previous work experience with the UNOPS or any of the United Nations agencies or I/NGOs.
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Knowledge of UN/UNOPS rules and regulations.
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Experience in the Herat province.
Language Requirements
Language Proficiency Level Requirement
English Fluent Required
