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fight AIDS, Tuberculosis and Malaria (GFATM) as its Local Fund Agent (LFA). The LFA
assignment has progressed very well. In line with the global mandate of UNOPS as stated
above, the office is currently expanding its activities to include other areas of assistance to its
partners.
UNOPS has recently signed an MOU with some UN family members to implement Human
Resources management projects in Ethiopia. In order to efficiently accomplish the required
tasks of this assignment, the UNOPS office is in need of an experienced Program Support
Officer who will act as the Manager for the project. The HR Project Manager will work under the
direct supervision of the Head of Office in Ethiopia, and in consultation with AFO HR Advisor.
S/he will be responsible for the project being implemented and support the Head of Office in the
implementation of other activities for the UNOPS office in Ethiopia.
Duties and Responsibilities
The main duties and responsibilities of the Program Support Officer /Project Manager are
outlined below:-
Summary of Key Functions
Portfolio design, planning and administration
Business acquisition and growth
Knowledge management and technical support
Client Services and organizational work ethics and culture
1. Ensures successful portfolio design, planning and administration, focusing on
achievement of the following results:
Full compliance of HR activities with UN rules and regulations, UNOPS policies,
procedures and strategies; effective implementation of the internal control, proper design
and functioning of the HR management project.
Design and formulation of the work-plan for portfolio management, setting specific goals,
targets and performance standards for the portfolio under his/her responsibility.
Collaboration within the team to review the operational aspects of the proposed projects,
taking independent and timely operational decisions to meet objectives.
In-depth review and comment on project design; analysis of feasibility of projects and
cost implications, providing the necessary follow-up actions to projects and programmes
accepted for UNOPS execution, participating in issues dealing with rehabilitation and
social sustainability.
Strategic oversight of planning, budgeting, implementing and monitoring of the portfolio,
tracking use of financial resources in accordance with UNOPS financial rules and
regulations.
Effective monitoring of all aspects of project progress and implementation and
undertaking of start-up, supervision, review and other periodic missions; identification of
operational and financial problems and finding workable solutions; measuring the impact
of projects and evaluation.
Review and evaluation of TORs and proposals received from contractors and
consultants, firms or institutions and approval of contract awards upon project request.
Drafting of contract documents and letters of agreement with institutions and UN
agencies; administration of contracts and agreements and processing amendments, if
required, for approval within the Team.
Compliance of procurement activities with UNOPS rules, regulations, policies and
strategies; implementation of the effective internal control, analysis of parameters in
support of proper design and functioning of a client-oriented procurement management
system.
Supervision, certification and approval of service payments, purchase orders and other
disbursements for the projects under his/her management (to be certified by the Finance
and Administration Specialist);
Strict oversight and evaluation of performance of service providers of suitable firms or
institutions.
Signatory for expenditures of less than US$30,000 and for contracts for local personnel,
under limited delegated authority;
Active work with clients for the successful execution of the projects, including
implementation plans, cost analysis and modifications, identification of milestones and
other performance indicators to ensure success
Follow up and action on audit recommendations. All exceptions reported on a timely
basis.
Aggregate reports regularly prepared on activities, outputs and outcomes; preparation of
donor reports.
Organization of cost-recovery system for the services provided to projects in close
collaboration with Operations Manager
Monitoring missions to evaluate progress, identify problems and take appropriate and
timely decisions to meet client needs.
Supervision of the work of support staff under his/her portfolio unit.
2. Contributes to Business acquisition and growth in the following areas:
In consultation with the supervisor, negotiate the most cost-effective and mutually
beneficial terms for UNOPS services with prospective clients and partners.
Management of `transparent and competitive recruitment and selection processes
including updated job descriptions, proper job classification, vacancy announcement,
screening of candidates, organization and chairing of interview panels, making
recommendations on recruitment.
Full compliance of the guidelines of the Appointment and Selection Panel.
Advise to the Ethiopia office management in contracts guidelines pertaining to staffing
compliance. Monitoring and tracking of all transactions related to positions, recruitment,
HR data, benefits, earnings/deductions, recoveries, adjustments and separation through
ATLAS.
3. Contributes to knowledge management and technical support, focusing on
achievement of the following results:
Elaboration and implementation of the protocol for performance appraisal process,
facilitation of the process.
Implementation of effective systems for the performance evaluation, including training to
supervisor for an effective use of the tool leading to career development. Advice on work
plan, monitoring and performance team evaluation.
Effective learning management including establishment of the Whole Office Learning
plan and individual learning plans in collaboration with the Senior Management.
Effective counseling to staff on career advancement, development needs, learning
possibilities Collaboration in content and data management to institutionalize and
disseminate knowledge within UNOPS. Information-sharing, knowledge and expertise in
project management with clients, internal and external partners and colleagues within or
outside the area of responsibility.
Collaboration in development of tools and platform for data and content management,
ensuring information- and knowledge-sharing with clients and partners.
Organization and client capacity-building of high performance delivery through coaching
and mentoring of internal clients and partners.
Organization and conduct of training for the operations/ projects personnel.
Synthesis of lessons learned and best practices in project management and
procurement.
Contributions to knowledge networks and communities of practice
4. Promotes efficient client services and organizational work ethics and culture,
focusing on achievement of the following results:
Focus on clients' services, keeping them informed of the status of project activities. Oral
and written periodic reports.
Active interaction with clients to solicit feedback and gauge client satisfaction.
Interaction with internal clients and regional portfolio managers to integrate and
harmonize approaches.
Demonstration of professional and personal ethics, transparency and openness to
encourage respect and similar behavior from colleagues
Organization of training for the operations/ projects staff on HR-related topics.
Development of Regional Office learning plan in line with office needs in order to ensure
staff is fully acquainted with UNOPS corporate regulations, rules and procedures, and
the relevant tools and systems in place.
Survey and identification of new learning opportunities to enhance the continuous
professionalization of Office staff.
Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learned and best practices in administration.
II. Impact of Results
The key results have an impact on the overall success of the projects and reaching UNOPS
goals. In particular, the key results have an impact on the design, operation and programming of
activities, creation of strategic partnerships as well as reaching resource mobilization targets.
III. Competencies
Knowledge Management and Learning
Promotes a knowledge-sharing and learning culture in the office
In-depth knowledge of development issues
Ability to advocate and provide policy advice
Actively works towards continuing personal learning and development in one or more
Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to lead strategic planning, results-based management and reporting
Ability to lead implementation, monitoring and evaluation of development programmes
and projects,
Ability to lead implementation of new systems (business side), and affect staff
behavioral/ attitudinal change
Management and Leadership
Focuses on impact and result for the client and responds positively to feedback
Leads teams effectively and shows conflict resolution skills
Consistently approaches work with energy and a positive, constructive attitude
Builds strong relationships with clients and external actors
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
Other Duties
The HR Project Manager may be assigned any other duties by the Head of office in furtherance
of UNOPS Business Acquisition efforts and the participation of UNOPS in the implementation of
the UNDAF and the United Nations Delivery as One program in Ethiopia.
Required Selection Criteria
Professionalism: Knowledge of all facets of management of development programs,
international and government planning process, and implementation of data collection,
analysis and reporting. Ability to integrate knowledge with broader strategic, policy and
operational objectives. Ability to apply independent judgment and discretion in advising
on and handling issues and problems. Ability to negotiate, persuade and influence
others to reach agreement on complex and sensitive issues.
Communication: Speaks and writes clearly and effectively; listens to others, correctly
interprets messages from others and responds appropriately; asks questions to clarify,
and exhibits interest in having two-way communication; tailors language, tone, style and
format to match audience; demonstrates openness in sharing information and keeping
people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals;
solicits input by genuinely valuing others' ideas and expertise; is willing to learn from
others; places team agenda before personal agenda; supports and acts in accordance
with final group decision, even when such decisions may not entirely reflect own
position; shares credit for team accomplishments and accepts joint responsibility for
team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed
strategies; identifies priority activities and assignments; adjusts priorities as required;
allocates appropriate amount of time and resources for completing work; foresees risks
and allows for contingencies when planning; monitors and adjusts plans and actions as
necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honors commitments;
delivers outputs for which one has responsibility within prescribed time, cost and quality
standards; operates in compliance with organizational regulations and rules; supports
subordinates, provides oversight and takes responsibility for delegated assignments;
takes personal responsibility for his/her own shortcomings and those of the work unit,
where applicable.
Creativity: Actively seeks to improve programs or services; offers new and different
options to solve problems or meet client needs; promotes and persuades others to
consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the
box"; takes an interest in new ideas and new ways of doing things; is not bound by
current thinking or traditional approaches.
Client Orientation: Considers all those to whom services are provided to be "clients"
and seeks to see things from clients' point of view; establishes and maintains productive
partnerships with clients by gaining their trust and respect; identifies clients' needs and
matches them to appropriate solutions; monitors ongoing developments inside and
outside the clients' environment to keep informed and anticipate problems; keeps clients
informed of progress or setbacks in projects; meets timeline for delivery of products or
services to client.
Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and personally;
contributes to the learning of colleagues and subordinates; shows willingness to learn
from others; seeks feedback to learn and improve.
Technological Awareness: Keeps abreast of available technology; understands
applicability and limitation of technology to the work of the office; actively seeks to apply
technology to appropriate tasks; shows willingness to learn new technology. Experience
with PeopleSoft a distinct advantage.
Managerial Competencies:
Leadership: Serves as a role model that other people want to follow: empowers others
to translate vision into results; is proactive in developing strategies to accomplish
objectives; establishes and maintains relationships with a broad range of people to
understand needs and gain support; anticipates and resolves conflicts by pursuing
mutually agreeable solutions; drives for change and improvements; does not accept the
status quo; shows the courage to take unpopular stands. Provides leadership and takes
responsibility for incorporating gender perspectives and ensuring the equal participation
of women and men in all areas of work; demonstrates knowledge of strategies and
commitment to the goal of gender balance in staffing.
Vision: Identifies strategic issues, opportunities and risks; clearly communicates links
between the Organization's strategy and the work unit's goals; generates and
communicates broad and compelling organizational direction, inspiring others to pursue
that same direction; conveys enthusiasm about future possibilities.
Empowering Others: Delegates responsibility, clarifies expectations, and gives staff
autonomy in important areas of their work; encourages others to set challenging goals;
holds others accountable for achieving results related to their area of responsibility;
genuinely values all staff members' input and expertise; shows appreciation and rewards
achievement and effort; involves others when making decisions that affect them.
Building Trust: Provides an environment in which others can talk and act without fear of
repercussion; manages in a deliberate and predictable way; operates with transparency;
has no hidden agenda; places confidences in colleagues, staff members and clients;
gives proper credit to theirs; follows through on agreed upon actions; treats sensitive or
confidential information appropriately.
Managing Performance: Delegates the appropriate responsibility, accountability and
decision-making authority; makes sure that roles, responsibilities and reporting lines are
clear to each staff member; accurately judges the amount of time and resources needed
to accomplish a task and matches task to skills; monitors progress against milestones
and deadlines; regularly discusses performance and provides feedback and coaching to
staff; encourages risk-taking and supports creativity and initiative; actively supports the
development and career aspirations of staff; appraises performance fairly.
Judgement/Decision-making: Identifies the key issues in a complex situation, and
comes to the heart of the problem quickly; gathers relevant information before making a
decision; considers positive and negative impacts of decisions prior to making them;
takes decisions with an eye to the impact on others and on the Organization; proposes a
course of action or makes a recommendation based on all available information; checks
assumptions against facts; determines the actions proposed will satisfy the expressed
and underlying needs for the decision; makes tough decisions when necessary.
Education/Experience/Language
Education: Advanced university degree (Master's degree or equivalent) in
economics, social sciences, business administration, public administration,
commerce, statistics, engineering, or a related field. A first-level university degree in
combination with qualifying experience may be accepted in lieu of the advanced
university degree.
Experience: A minimum of three years of progressively responsible experience in
the planning and implementation of development programs and projects, data
generation, analysis and reporting and strategic planning.
Language: Fluency in English (both oral and written) is required. Knowledge of
another UN official language is an advantage.
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