TERMS OF REFERENCE

(Individual Contract Agreement)

Title: Project Manager

Project: Office Refurbishment for the World Food Programme
Country Office and Field Offices in The Gambia
Project no. 22375-00
Duty Station: Basse, The Gambia
Section/Unit: Work Entity
Contract/Level: ICS 10/LICA 10

1. General Background

The UN World Food Programme (WFP) is the world's largest humanitarian agency fighting hunger
worldwide. Formed in 1961, from its Headquarter (HQ) in Rome, Regional Bureaux and its offices in
more than 80 countries, the World Food Programme (WFP) operates in over eighty countries,
including The Gambia. The Gambia ranks 174 out of 189 countries in the UN 2017 Human
Development Index, making it one of the poorest countries in the world. Levels of poverty have risen
in recent years and food insecurity and malnutrition have either remained unchanged or worsened.

In The Gambia, WFP works with the government to provide food or cash support to at least 10,000
households affected by crises as well as providing training to those affected by crises to improve
their nutrition. The institution also helps to strengthen the capacity of partners to provide safe and
adequate access to food.

In response to the changing aid environment, WFP has made a major strategic shift away from
traditional food aid to a more comprehensive food assistance approach. This shift recognizes the
need to build local capacity, support national systems and policies to reduce hunger, and the need
for a diverse range of programmatic tools. It also recognizes the critical importance of public-private
partnerships to develop scalable and sustainable solutions to poverty and hunger.

In this context, WFP intends to extend its operations in The Gambia and has secured funds for the
refurbishment of its existing office and also an office space/building that has been allocated for WFP
Field Office in Basse. To this end, WFP (herein referred to as The Client) has engaged the services of
UNOPS (United Nations Office for Project Services), to carry out assessments and a subsequent
refurbishment works project on its behalf. Scope of work may include partitioning available space to
accommodate all the FO staff, renovation of toilet facilities, interior design and electrical services,
project management and supervision of the construction works. Both Client and UNOPS have agreed
that a detailed scope of work will be developed after an assessment has been conducted by UNOPS
at the inception of the project.

The Project Manager is responsible for the day-to-day operations of the project(s) and provides
services to the different donors, partners and beneficiaries. He/she is expected to meet and exceed
the organization's performance and delivery goals.

2. Purpose and Scope of Assignment

The project manager is responsible to produce/read 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 project(s) and hence
Project Manager will be based on the Success Criteria of UNOPS engagements which are linked to
the below responsibilities.

The Project Manager will be expected to follow the project lifecycle from inception to completion
using standard project lifecycle practices and artifacts. S/he will be provided with guidance and
support from ​the PMO, Infrastructure Unit and the Country Manager to ensure key project
components and artifacts are in place, and will be reporting to the Country Manager and Resource
Pool Manager (Infrastructure).

The project manager is responsible for all aspects of the project life cycle. S/he must be able to
apply, with directions, the below duties and responsibilities of the project success criteria:

Stakeholder Management:
● Establish a solid working relationship with the project board (Executive, Senior Users and
Senior Suppliers), client and key stakeholders
● Manage communications and ensure stakeholders are aware of project 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 Project Board and the project/CO.

Delivery and Performance:

● Develop and maintain project plans
● Implement approved project plans (including the establishment of milestones) within
tolerances set by the project board
● Embed sustainability dimensions including social and gender inclusion, environmental and
economic aspects into project life cycle.
● Manage the production of the required products, taking responsibility for overall progress
and use of resources and initiating corrective action where necessary
● Liaise with any external suppliers or account managers.
● Authorize Work Packages
● Advise the Project Board of any deviations from the plan
● Identify and manage risks so that maximum benefit to client and stakeholders is achieved
● Manage and review product quality and ensure products are accepted
● Monitor and evaluate performance of service providers
● Identify and report potential business opportunities for UNOPS to supervisor
● Identify and report threats to UNOPS internal business case to supervisor.

Procedures:
● 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 Project Board: I. Project Initiation
Documentation; II. Stage/Exception Plans and relevant Product Descriptions
 ● Prepare the following reports:
i. Highlight Reports
ii. End Stage Reports
iii. Operational Closure Checklist
iv. End Project Report
v. Handover Report
● Maintain the following: i. Electronic Blue File; ii. Procurement, HR and Finance files
● Ensure that all expenditure complies 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)
● 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.

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 on the Knowledge System
● 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.

Personnel Management:
● Lead and motivate the project management team
● 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 OC Director
● Have a thorough understanding of UNOPS personnel contract modalities (including ICA and
Staff)
● 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
I. Look for ways to embed UNOPS sustainability principles in day to day project
management
II. Seek opportunities to champion gender equality at workplace
 III. Champion and communicate project’s sustainability aspects with key stakeholders
● Understand and Respect National ownership and capacity
i. Understand the principles of the Paris Declaration on aid effectiveness and
mainstream them into the project plans
ii. Seek opportunities to recruit qualified local staff
iii. Look for ways to build capacity of local counterparts
● Partnerships and Coordination
i. Understand the UN Development Assistance Framework (UNDAF) and UNOPS, the
project’s place in the UN system
ii. Strive to build strong partnerships and effective coordination among relevant
project actors (e.g. United Nations, governments, and non-governmental
organizations or other relevant partners)
● Accountability for results and the use of resources
i. The project 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 PM to raise the issue to a supervisor
● Excellence
i. Contribute to innovation and the adaptation of best practice standards of
sustainability and quality.

Additional Requirements:
Infrastructure development and Management
- The Project Manager will be responsible for coordinating the development and
implementation of relevant infrastructure specialist products (for Condition assessments,
design development and construction and defect notification monitoring stages as needed),
in full compliance with UNOPS infrastructure guidelines, tools and practices
- The Project Manager will be responsible for ensuring all activities are carried out in full
compliance with UNOPS Quality Health, Safety, Social and Environmental policies,
procedures and tools; and specifically the Projects QHSSE Plans
- The Project Manager will be responsible for fully administering all design and works related
contracts, including managing all related changes and associated variations
Procurement:
- Work with procurement team to prepare UNOPS Invitation to Tender Documents and launch
the tender process
- Evaluate tenders and follow UNOPS procedures for tender award
Gender Considerations:
- Develop and implement a Gender Mainstreaming Action Plan tailored to the needs of the
project.

3. Monitoring and Progress Controls

● Stakeholders satisfaction
● Delivery performance against the agreed scope and plan
● Effective project governance
● Timeliness of delivery according to the agreed plan, scope and quality expectations
● Compliance with applicable policies for quality, health, safety, social and environmental
management
 ● Financial stewardship and delivery within budget
● Accuracy of reporting
● Effective and thorough knowledge management
● Accuracy of project planning (delivery according to plans)
● Process excellence as demonstrated by an unqualified audit.

General:
Ensure that the project(s) produce(s) the required products within the specified tolerance of time,
cost, quality, scope, risk and benefits. The Project Manager is also responsible for the project
producing a result capable of achieving the benefits defined in the Business Case(s). Contribute to
the overall business targets and needs.

4. Qualifications and Experience

A. Education

● Advanced Degree in Civil Engineering, Structural Engineering, Architecture or other relevant

discipline with five(5) years experience is required.
● A University Degree (bachelor’s degree / first level) in Civil Engineering, Structural
Engineering, Architecture or other relevant discipline with additional two (2) years of
relevant work experience may be accepted in lieu of the advanced degree.
● A relevant combination of academic credentials and/or industry certifications and qualifying
experience may be accepted in lieu of the university education.

B. Work Experience
● At least five (5) years (​or more based on academic credentials​) of progressive experience as
a Project Manager either public or private sector organizations required;
● Demonstrated Experience in Infrastructure Rehabilitation/Refurbishment and/or
development projects required;
● Experience in conducting building condition assessment of existing infrastructure required;
● Experience applying UN Agencies or Public Procurement in the selection of subcontractors is
highly desirable;
● Knowledge of The Gambia’s Environmental Protection and Health and Safety Laws is an
advantage;
● Past experience with a UN Agency is highly desirable.

C.Language
Full working knowledge of English is essential.
Fluency in one or more additional official UNOPS languages is an advantage.

D. Key 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. (​Applicable only for levels ICS-10 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, utilising 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 behaviour. 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.

Below general Certifications, Contextual Skills and Project Management Skills are required:

Certifications
PRINCE2® Foundation or equivalent is (desirable)

Contextual Skills
International organisations experience
Infrastructure rehabilitation/refurbishment
Building Condition Assessments
Works Procurement
Contract Management and Administration
Quality Management
Health, Safety, Social and Environmental Management

Project Management Skills

Budget Management
Multidisciplinary Planning
Financial Rules and Regulations
Knowledge Management
Performance Monitoring and Evaluation
Project Management
Reporting
Risk Analysis
Stakeholder Management

Add project specific competencies or required technical skills here