Location:

Colombo, Sri Lanka
Salary:

negotiable / YEAR
Job type:

FULL_TIME
Posted:

4 months ago
Category:

Management and Strategy, Project Management
Deadline:

19/09/2024

JOB DESCRIPTION

South Asia Multi County Office:

The South Asia Multi-Country Office (SAMCO) oversees the development and implementation of projects in 7 countries in South Asia: Bangladesh, Bhutan, India, the Maldives, Nepal, Pakistan, and Sri Lanka. SAMCO offers expertise in infrastructure, procurement, human resource management, and fund management. All the project offices have local technical experts and strong partnerships with the governments in each country.

UNOP Sri Lanka Country Office

UNOPS in Sri Lanka is based in Colombo and is responsible for helping the Government of Sri Lanka and partner organizations deliver social and economic rehabilitation in areas affected by the 2004 tsunami and decades of armed conflict. UNOPS in Sri Lanka helps partners achieve their project goals in sectors including physical infrastructure, the environment and poverty mitigation.

UNOPS has supported Sri Lanka’s development since 1998, expanding operations in 2005 to support the post-tsunami response and reconstruction process. Within the organization’s mandate in project management, infrastructure, and procurement, UNOPS Sri Lanka implements customized socio-economic development projects that benefit vulnerable people and develop national capacities. Achievements in Sri Lanka include the development of sustainable and climate-resilient infrastructure, procurement services & capacity building, and project management in education, fisheries, roads, health, water supply systems; flood control and sanitation, and integrated solid waste management sectors. UNOPS works closely with Government counterparts and communities to ensure increased ownership, sustainability, and accountability of Projects.

UNOPS Sri Lanka facilitated over $22 million worth of procurement of COVID-19 protection equipment and services in partnership with the World Bank, the Government of Japan, and the United Nations Multi-Partner Trust Fund. Currently, UNOPS completed the procurement of US$5 million in essential pharmaceuticals to strengthen the Sri Lanka health system during the medicine shortage crisis. Currently, UNOPS is implementing a digital health transformation project along with the Ministry of Health under funding from the Global Fund.

Background Information – Job-specific

The Project Manager will be based in Colombo with frequent travel to the field to oversee the digitization of hospitals under the project’s pilot stage, whilst working side by side with the Ministry of Health’s Health Information Unit (HIU) and the Project Implementation Unit (PIU) in Colombo. This digitization effort will start centrally at the Ministry of Health (MoH) and will interlink and expand to 30-50 government hospitals across Sri Lanka. UNOPS is responsible for several budget lines under the overall Health Information Quality Improvement (HIQI) project. Key outputs under this scope is the procurement and instalment of hardware and software to aide the transformation process. The project will involve stakeholders from both the public and private IT sectors in Sri Lanka and internationally.

The HIQI Project Manager will lead a team comprising IT advisors, finance officers, procurement and reporting staff, and other support functions at UNOPS to support the Ministry of Health in achieving its goal of pilot health digitization.

The HIQI Project is a complex, multi-stakeholder platform with varied points of implementation; the overall goal is to link the fragmented health information system together efficiently and sustainably. The project aims to create, link, and expand the functionality of a single IT platform across state hospitals. The Project Manager must demonstrate a strong understanding of how the digital platform must take shape to optimize the interoperability of the whole system. Good link and knowledge of the IT industry in Sri Lanka and the ongoing digital transformation within government ministries is crucial to ensuring the project is implemented well.

It is crucial for the Project Manager to possess strategic planning abilities to ensure that all components of the project, including those that are reliant on the Ministry and stakeholders, are implemented on time and in full by the project’s end date.

The relational abilities of the Project Manager will be crucial to ensure good communication and networking across the main partners in the project and to inform the Project’s Steering Committee chaired by the Secretary of Health and directed by the Project Director of the Ministry of Health.

Functional Responsibilities

Project Delivery and Performance

Ensure that product specifications are signed and finalized by MoH.
Develop and update implementation plans and project timelines including networking and software roll out.
Assist in the onboarding of the International Technical Assistant.
Ensure that project deliverables are planned and executed together with the works carried out by MoH to ensure a streamlined project delivery.

Embed sustainability dimensions including training on operability and maintenance to MoH, environmental and economic aspects into project life span.
Manage the production of the required outputs, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
Ensure that quality of work packages and deliverables complies with the quality requirements defined within UNOPS standards and technical specifications.
Liaise with any external suppliers or account managers ensuring compliance and performance standards.
Monitor project progress ensuring that work packages are being executed properly and report to Project Director (MoH) and Project Steering Committee.
Ensure that MoH deliverable are in accordance to approved standards for server rooms and custom clearances are prepared to avoid delays at port.
Lead contract management duties including supplier performance evaluation, particularly for networking and software related deliveries.
Identify, and anticipate in a timely manner, potential risks and issues and advises mitigating measures to Project Director (MoH)/ Project Steering Committee so that maximum benefit to partner(s) and other stakeholders is achieved.
Identify and report to the supervisor potential business opportunities for UNOPS.

Procedures

Comply with all organizational policy and specifically the Project Management Manual.
Prepare/adapt all relevant plans for approval by the Project Steering Committee and the PIU at MoH.
Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan.
Draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; Evaluating submissions received, if appointed to the evaluation team.
Ensure maintenance of the project files and lessons learned are recorded.
Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with UNOPS rules and regulations.
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 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.
For project closure purposes, provide a formal handover of the project to the closure manager.
Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.

Monitoring and Reporting

Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting.
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.

Stakeholder Engagement

Develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies.
Establish solid working relationships with the PIU and Project Steering Committees as well as other government and external partners.
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.

Quality Assurance

Work with internal stakeholders to ensure projects comply with audit requirements.
Work with procurement/purchasing staff to ensure effective interface with suppliers’ quality systems.
Coordinate quality reviews of project documents and deliverables.
Provide quality control for management outputs (project documents, reports, etc.).

Knowledge management and innovation

Encourage routine and effective capacity building activities are conducted in order to build the long-term and sustainable capacity of staff.
Build and strengthen UNOPS capacity to deliver IT, digitization projects by developing case studies and capacity statements on best practices based on this project.
Actively interact with other Project Managers and the wider PM 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.

Personnel Management

Lead and motivate the project management team.
Ensure that behavioral expectations of team members are established.
Ensure that performance reviews are conducted fairly, accurately and timely.
Select, recruit and train a 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. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

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.

Education/Experience/Language requirements

Education:

Advanced University Degree in a relevant discipline related to the nature of the project: Finance, Information System, IT Project Management, Supply Chain, Project Management.

A combination of Bachelor’s Degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Certification:

Certification in Project Management ( PRINCE2, PMI, etc.) Asset.

Experience:

A minimum of 5 years’ experience in implementing complex projects or programs, with a focus on IT project management, is required.
Proven knowledge and qualifications in IT infrastructure development is required.
Expertise in assessing critical linkages between procurement and business functions.
Demonstrated success in creating, executing, and implementing complex project plans.
Strong background in report writing, data analysis, document drafting, and risk management.
Excellent problem-solving and quality assurance skills.
Experience working effectively in multicultural teams.
Strong communication skills, including written, verbal, presentation, and client service abilities.

Language:

Full working knowledge of English is required.
Knowledge of the local language is an asset.

Contract type, level and duration

Contract type: ICA (Individual Contractor Agreement)
Contract level: Local ICA Specialist 10
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

This vacancy is designed to specifically recruit professionals who are nationals of Sri Lanka or possess a valid residency permit enabling them to legally work within the country.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

This vacancy is designed to specifically recruit professionals who are nationals of Sri Lanka or possess a valid residency permit enabling them to legally work within the country.

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.