Job Specific- Joint Police Programme (JPP)
JPP is a Somali owned, Somali led programme with UNOPS being the secretariat. The aim of the JPP is to support the Federal and Federal Member State police develop the police service across Somalia by bringing together donor funding to allocate resources against agreed Somali priorities and build a stronger strategic partnership between the international community and Somali police. The JPP coordinates donor funding, enabling the efficient and effective allocation of resources against agreed Somali priorities. The JPP contributes to a capable and accountable security sector, with full respect for human rights and the rule of law, a crucial element in establishing long-term peace in Somalia.
Purpose and Scope of Assignment
Under direct supervision of the Head of Programmes, the Deputy Programme Manager is responsible for the day-to-day operations of the programme and successful implementation of the Secretariat’s responsibilities. He/she is expected to meet and exceed the organisation’s performance and delivery goals.
In addition, he/she will directly supervise the other Secretariat personnel and related specialist contractors such as translation retainers. Reporting to the Head of Programmes, the Deputy Programme Manager is responsible to produce/update 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 JPP(s) and hence the Deputy Programme Manager will be based on the success criteria of UNOPS engagements which are linked to the below responsibilities.
The Deputy Programme Manager delivers to, and supports, the project life cycle. At the request of the Head of Programmes, within the defined limits of authority and as per delegated authority he/she must be able to apply, with some degree of autonomy, the below duties and responsibilities of the project success criteria:
1**. Stakeholder Management:**
- Establish a solid working relationship with the JPP Executive Board, client and key stakeholders (EU, DFID, UKFCO, GFFO, MoIS, SPSO, UNPOL, AMISOM, UNDP)), providing advice and guidance on specific and general programme management issues and where appropriate, institutional reform, rule of law and police-related project support.
- Support the key stakeholders in the structuring and delivery of project/programme activities, particularly Work Packages, whilst advising UNOPS’ policies, procedures and working practices and on practical and implementation matters.
- If delegated by the Head of Programmes:
- Manage communications and ensure stakeholders are aware of project/programme 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 JPP Executive Board and the project(s).
2. Delivery and Performance:
Provide timely and effective support to the Head of Programme in:
- Development and maintenance of the programme plans.
- Implementation of approved programme plans (including the establishment of milestones) within tolerances set by the Executive Board.
- Following up on the management of Work Packages as and when required.
- Continuous monitoring of the programme quality indicators and undertaking monthly assurance tasks on behalf of the Head of Programme.
- Embed sustainability dimensions including social and gender inclusion, environmental and economic aspects into the programme life cycle.
- On behalf of the Head of Programme, identify, direct and support the management and production of the required products, taking responsibility for overall progress and use of resources and initiating corrective action where necessary.
- Advise the Head of Programme of any possible deviations from the plan and possible corrective action.
- On behalf of the Head of Programme, identify and manage risks, so that maximum benefit to clients and stakeholders is achieved.
- As delegated by the Head of Programme, manage and review product quality and ensure products are accepted; monitor and evaluate the performance of service providers.
- Identify and report potential business opportunities for UNOPS to a supervisor.
- Identify and report threats to UNOPS’ internal business case to the supervisor.
- Coordinate the preparation of work requests in support of the SPSO
- Develop, review and amend JPP SOPs developed by the Secretariat in close coordination with the SPSO and submit to the Executive Board for approval.
- Track Executive Board approvals, allocations and implementation progress through benchmarking, and identifying challenges.
- Coordinate the preparation of the agenda and minutes for Executive Board meetings and assist the SPSO with logistical arrangements required to convene the Executive Board meetings
- Support and assist the SPSO with the following:
- Keep the Executive Board up to date on CAS 2b police sub-strand recommendations.
- Inform the Somalia Development and Reconstruction Facility (SDRF) on the JPP results achieved and disbursements made as part of the overall IC’s support to the Rule of Law.
- Inform the Rule of Law working groups and UN Mission senior management of the results achieved by JPP
- 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 Executive Board: I. Project Initiation Documentation (ProDoc); II. Quarterly Plans and relevant Product Descriptions
- Support the M&E and Reporting Specialist in the preparation of all programme related documentation, particularly:
- Bi-weekly Reports
- End Quarter Reports
- Annual Reports
- End Programme Report
- Handover Report.
- As delegated by the Head of Programmes:
- Maintain: i. JPP Secretariat Google Drive; ii. Procurement, HR and Finance files as required by those practices as per OD12.
- Ensure that all expenditures 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).
4. 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.
- 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.
5. Personnel Management
- Lead, motivate, manage and support staff, contractors and consultants under her/5.his supervision ensuring high-quality service delivery;
- 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 Head of Programmes;
- Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff)
- Prepare Terms of Reference (ToR) for required inputs in the project’s personnel and operational arrangements, (staff, individual and institutional consultancy services, procurement of goods and services, organisation of training, seminars, etc.).
- As delegated by the Head of Programmes and in his/her absence:
- 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 the workplace.
- Champion and communicate the 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 the capacity of local counterparts.
Partnerships and Coordination.
- Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the project’s place in the UN system.
- Know the Sustainable Development Goals (SDGs) and seek to contribute to the deliverables of the project.
- Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organisations or other relevant partners.
Accountability for results and the use of resources.
- The project/programme 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 Deputy Programme Manager to raise the issue to a supervisor.
- Contribute to innovation and the adaptation of best practice standards of sustainability and quality.
Monitoring and Progress Controls
Ensure that the project produces the required products within the specified tolerance of time, cost, quality, scope, risk and benefits.
Impact of results
The effective and successful performance of the Deputy Programme Manager in the areas the JPP activities will contribute considerably to the strengthening of existing and future programming and consequently reinforces the visibility and image of the UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice for sustainable development and project services.
Qualifications and Experience
- Master’s Degree in Project Management, Business Administration, International Relations, Political/Security/Development Studies, Education, ICT, Law or other relevant discipline is required.
- Bachelor’s Degree in Project Management, Business Administration, International Relations, Political/Security/Development Studies, Education, ICT, Law with a combination of two (2) additional years of relevant professional experience may be accepted in lieu of the advance university degree.
- A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.
- PRINCE2 Practitioner Certification is an asset.
- Managing Successful Programmes Practitioner Certification is a preferred asset
B. Work Experience:
- A minimum of five (5) years’ work experience in either Programme Management or Project Management in the development and/or humanitarian sectors is required;
- Experience in the management of Rule of Law type projects with a focus on training, development, and coordination in either public or private sector organizations is desirable.
- Knowledge in possessing particular skills in the implementation of complex sector-wide reforms is an asset.
- Previous experience with UNOPS or a UN Agency is an advantage.
- Experience working in a project-based environment is an advantage.
- Experience/knowledge of Google Suite products, especially google forms, sheets, docs and slides is an asset.
- Work experience in developing / post-conflict countries is desirable
- Work experience in the East Africa region is desirable
C. Language Requirement:
- Fluency in written and spoken English Language is required.
How to apply
All applicants are requested to use the below Vacancy Announcement link to submit their application.