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Project Management & Contracting from a UNOPS Perspective

Project Management & Contracting from a UNOPS Perspective. UNOPS!?. What is their role and function?. Who we are . Established in 1995 An operational arm of the UN helping our partners to deliver their projects in terms of providing high quality and cost-effective management services

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Project Management & Contracting from a UNOPS Perspective

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  1. Project Management & Contracting from a UNOPS Perspective

  2. UNOPS!? What is their role and function?

  3. Who we are Established in 1995 An operational arm of the UN helping our partners to deliver their projects in terms of providing high quality and cost-effective management services UNOPS is a not-for-profit organization and is fully self-financing, prompting efficiency and financial discipline.

  4. Who we are We provide support in three main areas: Infrastructure Procurement Project management

  5. Who we are • UNOPS has a diverse mix of over 6,000 talented and committed personnel with expertise in various fields. • Headquarters in Copenhagen, Denmark • 3 regional offices + 1 global portfolio • 20 operations and project centers UNOPS oversees activities in more than 80 countries and implements around 1000 projects 5

  6. International Waters Cluster (IWC) • Types of projects: • International Waters • Climate Change • Global knowledge sharing and networking Global portfolio of 20 active projects

  7. What We Do • Support services in cooperation with the project team (PMU) in the field: -HR services (recruitment and contract administration) -Travel organization -Workshop management -Processing of payments -Budget preparations, budget revisions -Procurement -Training -Advisory services (project formulation) -Project monitoring -Steering Committee participation

  8. IWCTeam Human Resources Kirsten Helsgaun Travel/Meetings/ HR Support Nanami Weisgard Travel/Meetings/ HR Support Francisco Martinez Travel/Meetings/ HR Support Finance Ana Tsivtsivadze Budgets Jordan Kovacev Payments/Cash management Neha Kumar Payments/Cash management Katrin Lichtenberg Cluster Head Procurement Alex Ebhart Procurement/ Trans. Support Fredrik Lindhe Procurement/ Trans. Support Uriel Heskia Procurement/ Trans. Support

  9. HR Human Resource Management • Recruitment of individuals • Individual Contractor Agreement (ICA) • Local / international consultants • Min 20 days process

  10. What is procurement? Procurement is the overall process of acquiring: from companies, organisations, networks, institutions Goods Services Works Physical objects Contracted help Often a mixture of goods and services 11

  11. ? Procurement principles ? “The guiding principles of public procurement are based on the concept of stewardship” 12

  12. Best value for money Best interest of UNOPS and its clients • Trade-off between price and performance • Greatest overall benefit under the selection criteria • Maintaining the highest personal and institutional integrity • Upholding the image and reputation of UNOPS • Promoting the public good as specified in the principles of the UN Effective competition Fairness, integrity and transparency • Fostering open competition in all procurement processes • A means of ensuring fairness, integrity and transparency • Free from favouritism, impartial, honest and applies visibility and openness in all transactions • All information on policies, procedures, opportunities and processes are clearly defined and made widely known • Rules and procedures are applied consistently to all potential bidders Procurement principles UNOPS Financial Regulation 18.02 requires that the following general principles must receive due consideration when undertaking procurement activities: 13

  13. POLICIES ETHICS SUSTAINABLE PROCUREMENT PLANNING DEFINE NEEDS FIND SUPPLIERS GET OFFERS EVALUATE OFFERS REVIEW PROCESS AND AWARD CONTRACT ISSUE CONTRACT PURCHASE ORDER / CONTRACT METHOD AND COMPETITION SOLICITATION DOCUMENTS TENDER PERIOD BID RECEIPT AND OPENING LOGISTICS CONTRACT ADMINISTRATION The procurement process Before purchasing Purchasing process Dealing with suppliers EMERGENCY PROCUREMENT 14

  14. RFP – REQUEST FOR PROPOSALS SERVICES GOODS, WORKS ITB – INVITATION TO BID ALL TYPES RFQ – REQUEST FOR QUOTATIONS ALL TYPES SHOPPING DEFINE NEEDS FIND SUPPLIERS GET OFFERS EVALUATE OFFERS REVIEW AND AWARD ISSUE CONTRACT PO / CONTRACT Competition: Solicitation Methods above 50,000 USD 2,500 USD to 50,000 USD below 2,500 USD 15

  15. Pre-selection • “Pursuant to the project agreement” • “Pre-selection in processus” (official letter from the Client)

  16. Grant Support- What is it? GRANT SUPPORT PROCUREMENT • Purpose. Financing (public) project activities with milestones (not deliverables) • Autonomy for Grantee. UNOPS limited to monitoring role. • Not for Profit. No direct financial profit for Grantee. • Purpose. - Acquisition of standard services / goods / work - Clear set of deliverables Examples: Purchase Order/ Contract • Supplier to deliver office computers; • Security firm to hire security guard service • Hotel to provide workshop venue etc (contract for small services) • Travel Agency to arrange for flight tickets Examples: Grant Support Agreement• Local NGO to reforest 50 ha of degraded land • Village women’s group to lead HIV / AIDS prevention campaign • Foundation to introduce sustainable farming techniques.

  17. Types of agreements/contracts in UNOPS • Procurement • PO Contract (Goods) • Small Contract for Services ($2,500-49,999) • Professional Contract for Services ($50,000 and up) • Contract for Works Grants • Grant Support Agreement Engaging Government Institutions • Project Cooperation Agreement (PCA) Engaging other UN agencies • Inter-Agency Agreement (IAA)

  18. Finance • To comply with UNOPS Financial Regulations and Rules (FRR), Organizational Directives and Administrative Instructions • Core values: Accountability and Transparency • UNOPS is fully self-financed and understands that it is critical to manage each project with financial discipline • Segregation of duties

  19. Payments • ATLAS - ERP (Enterprise Resource Planning) system in which business operations including payments are done. It was implemented in 2004 jointly with UNDP, UNCDF, UNIFEM and UNFPA. • Atlas profiles in IWC: Buyer, Finance & Manager

  20. We are globally certified in project management UNOPS holds various Project Management certifications including PRINCE2 • Methodology • Applied to UNOPS processes • Offers certification to UNOPS personnel

  21. UNOPS develops online tools and systems, based on international best practice, to assist project teams throughout their project cycle Project management tools HANDOVER tool 23

  22. Project management training opportunities Project Management Personnel Project Management Practice Specific Learning Opportunities Programme Directors Course 5 days in-class Delivered once a year PRINCE2 Foundation Self-Study Regional Director 1 5 4 Deputy Regional Director Operations Center Director Project Manager Foundation Course 8 days in-class Delivered once per quarter (Step 2 of PM Certification*) Project Manager Induction Programme Self-Study (Step 1 of PM Certification*) 3 Programme Manager 2 Project Manager Associate PM Project Analyst/ Support

  23. ? Which project management tools do you use to manage your networks? ?

  24. Thank-you! Keep in touch: fredrikl@unops.orgurielh@unops.org

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