INTERNATIONAL TELECOMMUNICATION UNION

ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems.

Project Portfolio Management Office Lead

Vacancy notice no: 1881
Sector: SG
Department:
Country of contract: Switzerland
Duty station: Geneva

Position number:
Grade: P4
Type of contract: Short-term
Duration of contract: 11 months
Recruitment open to: External
Application deadline (Midnight Geneva Time): 2 January 2025

ORGANIZATIONAL UNIT

The General Secretariat directs administrative, human and financial resources and activities of the Union, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication/ICT matters for operational and other purposes, and the provision of legal advice to the whole of the Union. The General Secretariat coordinates the implementation of the Strategic Plan, monitors the telecommunication/ICT environment and recommends as needed action relating to the Union’s future policies and strategy. The General Secretariat ensures inter-sectoral coordination and cooperation to advance a whole of ITU approach (One-ITU) in headquarters and the field. The General Secretariat provides logistical and information technology support to the Union’s activities including conferences and global forums; the coordination of the work of the Union with the United Nations system, and other international organizations; and the engagement of the Member States, Sector Members, and Academia. The General Secretariat manages corporate governance, and strategic communications and relations with the media, different stakeholder groups as well as the general public.

BACKGROUND INFORMATION

The primary role of the Project Portfolio Management Office (PPMO) Lead is to ensure that project and program management policies, processes, and methods are followed and practiced according to the organizational standards. The PPMO Lead will be responsible for moving the Transformation Roadmap toward achieving the Transformation goals and objectives and will be responsible for the proper implementation and provision of the following functions and services:

Quality management and governance support: ITU's projects and programs are properly supported in the planning and execution of their quality/progress control meetings and the planning and execution of their project board meetings.

Best Practices: Defining and applying ITU wide standards in project management, encouraging consistent working practices, and making sure relevant personnel responsible for projects/programs delivery receive the proper training.

Strategic Planning/Portfolio Support: Ensuring the Transformation is focused on doing the right projects and initiatives by supporting management decision-making.

Benefits Tracking: Defining benefit measures for each outcome and collecting benefit measure data to have a quantitative basis for decision making and reporting.

DUTIES AND RESPONSIBILITIES

As part of our ongoing transformation efforts within ITU, under the supervision of the Chief, Transformation Team, the duties to be performed are as follows:

• Development and Planning:
  • Provides appropriate levels of programmatic management support to the Chief, Transformation Team regarding all ongoing program and project activities while maintaining and implementing appropriate standards and best practices in line with ITU policies and procedures.
  • Strengthening program and project governance structures and processes to enable achievement of high standards and consistency in line with ITU success criteria.
  • Directly contributes to strategic oversight, advice, and direction on program and project management activities in line with service agreements and project documents. Ensures programs and projects contribute to ITU's strategic objectives and targets.
  • Develops and establishes resource tracking systems for use within ITU, complementary to ITU's online tools, to ensure effective planning, forecasting, and tracking of delivery across ITU.
  • Supports the ITU so that the monitoring of entities/funds/programs and projects is carried out regularly to ensure accomplishment of set targets and results for projects and programs, and delivery of services as per the agreed terms and conditions and on time.
  • Supports in ensuring adequate quality management procedures are applied across ITU's projects and programs.
  • Coordinates quality reviews of program/project documents and deliverables.
  • Provides quality control for management products (project documents, reports, etc.).
    

• Monitoring and Evaluation:
  • Provides support to the Chief, Transformation Team in regular review of project status, and evaluating performance criteria (scope, cost, schedule, and quality).
  • Maintains progress reports and dashboards as required by ITU standard procedures.
  • Identifies and anticipates in a timely manner, potential risks and issues specific to delivery forecasts, and advises mitigating measures to the Chief, Transformation Team.
  • Within delegated responsibility, manages the maintenance and implementation of effective monitoring and evaluation systems of project and program activities, in line with ITU internal requirements, and provides advice and support to portfolio managers and teams to facilitate quality delivery.
  • Within the context of monitoring and evaluation, ensures all projects submit and regularly update specific milestones and targets for the duration of projects' life cycles, and tracks progress, or otherwise, against such information as per ITU requirements.
  • Provides editorial support to projects and programs, ensuring effective and timely dissemination of reports and updates of dashboards.
    

• Benefits Tracking and Monitoring:
  • Provides support to the Chief, Transformation Team in benefits management regular review of project status, and evaluating performance criteria (scope, cost, schedule, and quality).
  • Identifies the outcomes of the projects and programs and how they contribute to the overall goals and objectives.
  • Defines benefit measures (KPIs) for each outcome in collaboration with the business.
  • Collects current benefit measure data to have a baseline for decision making and for tracking the contribution of the projects and programs.
    

• Performs other related duties as assigned.

CORE COMPETENCIES

Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

FUNCTIONAL COMPETENCIES

Analysis, Judgement and Decision Making Client and Service Orientation Innovation and Facilitating Change Leadership Planning and Organising

TECHNICAL COMPETENCIES

• Knowledge of ITU's project management tools, UN financial and procurement rules and regulations, and financial management tools, is desirable.
• Excellent communication and stakeholder management skills, with the ability to convey complex technical concepts to non-technical audiences.

QUALIFICATIONS REQUIRED

Education:

Advanced university degree in Project Management, Business Administration or a related field OR education from a reputed college of advanced education with a diploma of equivalent standard to that of an advanced university degree in one of the fields above. For internal candidates, a first university degree in one of the fields above in combination with ten years of qualifying experience may be accepted in lieu of an advanced university degree for promotion or rotation purposes.

Experience:

At least seven years of progressively responsible experience in in the field of Project Management with experience of successful implementation and/or oversight of programmes and projects is required, including at least three at the international level. A Doctorate in a related field can be considered as a substitute for three years of working experience.

Proven experience in portfolio management is required, from the selection process to the contract management, and the performance and monitoring oversight.
Strong experience with data analysis, management reporting and project management tools and information management systems is required.

Languages:

Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration).

INFORMATION ON RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU Careers website. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. ITU uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. Messages originating from a non ITU e-mail account - @itu.int - should be disregarded. ITU does not charge a fee at any stage of the recruitment process.

ITU applies a zero-tolerance policy against all forms of harassment. ITU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a part of the organization. Achieving gender balance is a high priority for ITU.