Project Management Support Specialist (Scheduler)

at United Nations Office for Project Services
Location AddisAbaba, Ethiopia
Date Posted July 24, 2022
Category Management
Job Type Full-time
Currency ETB


The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-Country Office (ETMCO) runs and coordinates the UNOPS activities in Ethiopia, Sudan and Djibouti. The UNOPS ETMCO team is composed of more than 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

UNOPS ETMCO activities range from tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services to partners to facilitate effective procurement, supply and financial management.

Under the overall guidance and supervision of the PMO Team Lead, the leads, in consultation with the Project & Programme Management teams, the planning, development, and management of project schedules related to project and organizational activities. The Project Management Support Specialist(scheduler) is required to ensure:

Effective Schedule Management Standards & System are established and maintained to create the framework within which effective project planning and timely execution can be assured.

Risk-Based Schedules are consistently developed, across the full programme, including the Programme Leadership review and endorsement of Schedule Management Standard deviations.

Professional Advisory Support to Project Executives & Managers in the resolution of Schedule Management topics.

Schedule Progress Deviations are identified timely, evaluated and communicated to all stakeholders as part of an Early Warning Approach.

Schedule Recovery & Mitigation options are timely evaluated and where endorsed by Programme Leadership are monitored to ensure project level engagement and schedule recovery.

Where specific projects are designated by the PMO Team Lead, to directly manage Project Schedules on behalf of the Project Managers on a temporary or full project basis.

Support PMO Team Lead in the Project, Programme & Hub Level Reporting.

Functional Responsibilities

Schedule Management Standards & System.

Risk-Based Schedules development.

Schedule Progress Deviations monitoring and reporting.

Schedule Recovery & Mitigation measures.

Advisory Support.

Project, Programme & Hub Level Reporting.

1.Schedule Management Standards & System

Establishes and maintains an effective Schedule Management Standards & System that ensures effective project planning and timely execution.

Ensures alignment to, and compliance with, the UNOPS defined standards, tools and techniques for scheduling.

Identifies the most appropriate scheduling tools and techniques for projects; and ensures their proper use by the Programme Leadership and project teams.

Assures the development of project schedules that are fully aligned with ETMCO’s schedule management standards and system. Where delegated by the PMO Team Leader, the Scheduler shall lead in the development of such schedules.

Coordinates the development of work breakdown structures; and assists Finance team during allocation of resources and preparation of cost and budget plans at the:

Pre-Award Engagement Stage: To minimum WBS Level 2 Detail.

Post Award Planning & Implementation: To minimum WBS Level 3 Detail.

Facilitates timely implementation of scheduled activities through highlighting activity prioritization and resource allocation to critical path activities.

Adds high level progress milestones as checkpoints to the schedule and reviews it regularly to timely alert Project Executives & Managers.

Engages technical team of projects to identify activities, resources, dependencies, constraints and durations.

Manages project schedules on behalf of the Project Managers on a temporary or full project basis if instructed by PMO Team Lead.

2. Risk-Based Schedules Development

Promotes risk-based planning by assisting Project Executives & Managers in the identification and planning of:

Scope, Deliverable Schedules & Work Breakdown Structures.

Activity Sequencing, Duration & Resourcing.

Potential risks during the development and maintenance of project schedules.

Schedule Profiling & Optimisation.

Contingency Planning with interim and terminal float provisions.

Ensure risk-based project schedule baseline is created, subject to appropriate approvals and properly used to measure project performance.

Positively challenge and support Project Executives & Managers in conducting schedule delay risk analysis and the planning and execution of mitigation measures.

Conduct overall risk assessment to identify and anticipate potential risks and issues that will affect engagement/project schedules; and alert Project Executives & Managers for timely action.

3.Schedule Progress Deviations: Monitoring & Reporting

Ensures timely, objective and effective schedule change control process, including time tolerance establishment, escalation of deviations and change approval processes.

Monitors project schedules and track timeliness of project activities relative to Project Baseline, Project Forecast and Hub Performance Standards.

Ensures delays that are likely to exceed agreed upon tolerance levels are escalated to the relevant Project Executive and Programme Leadership Team.

Coordinates reviews of project plans and schedules during amendments; and ensures clear communication of changes in schedule to all stakeholders.

Ensures schedule forecasts are periodically updated using agreed upon forecasting method; and facilitate change request and approval for major schedule deviations.

Regularly evaluates the schedule performance of projects, and communicates status with the Project team for timely corrective action, including initiation of time extension requests.

4. Schedule Recovery & Mitigation Measures

Objectively support the project teams in developing schedule delay risk analysis by developing appropriate analysis tools and training Project Executives & Managers on how to use them.

Recommend recovery mitigation and recovery options for consideration by the Project Executives & Managers.

Supports and monitors timely implementation of effective recovery & mitigation actions reporting progress and deviations to the Programme Leadership Team.

Documents lessons learnt related to causes of delay, as well as effectiveness of recovery and mitigation measures.

Ensures that lessons learnt are used as input during future schedule development.

5. Advisory Support

Uses a systematic approach to predict problems that would affect schedules; and initiate discussion with the project team or propose alternatives to proactively address the problem and keep the project schedule on track.

Actively interact with the Programme Leadership Team and the wider project team to share lessons learned and best practices in scheduling and monitoring of progresses.

Provides feedback to the Programme Leadership Team to achieve continuous improvement of planning/scheduling tools, techniques and processes.

Help the creation of an environment where any change to the project plan is timely communicated to trigger immediate remedial action.

Contributes to knowledge management by actively interacting with PMs across the multi country office to share case studies, lessons learned and best practices related to scheduling.

6. Project, Programme & Hub Level Reporting

Produces and shares schedule performance reports of the projects for timely action and decision making.

Monitors scheduling updates in oneUNOPS projects ensuring its timeliness and accuracy.

Conducts key data analysis and provides reporting updates to both the Programme Leadership team and Project Managers on programme and project status and impact on overall portfolio. Report to Programme Leadership Team shall also include:

Disputes with Project Team in terms of schedule development, updates, change control and reporting.

Deviations in Schedule Plans (Baseline, Forecast & Actuals) with benchmarked Service Standards and proven working practice experience.

Ensures submission and regularly updates on completion of outputs and achievement of milestones in oneUNOPS Projects.

Provides Support Services team with necessary project time analysis reports and information to support corresponding resource planning, allocation and monitoring.

Documents scheduling processes and uploads relevant documents in oneUNOPS projects.

Ensures that planning/scheduling related lessons are timely captured and entered into oneUNOPS Projects.
IV. Impact of Results

The Project Management Support Specialist(Scheduler) directly impacts on the achievement of project results by supporting the Head of Programme, PMO Team Lead, Project Executives & Project Managers to:

Create the framework within which effective project planning and timely execution is assured by establishing and maintaining an effective Schedule Management Standards & System.

Ensure Risk-Based Schedules are consistently developed, across the full programme, including the Programme Leadership review and endorsement of Schedule Management Standard deviations.

Professional advisory supporting role in the schedule management and recovery.

Ensure the timely identification, evaluation and stakeholder communication of Schedule Progress Deviations following the principles of an ‘Early Warning’ Culture.

Ensure Schedule Recovery & Mitigation options are timely evaluated and where endorsed by Programme Leadership are monitored to ensure project level engagement and schedule recovery.

Directly manage Project Schedules on behalf of the Project Managers where delegated by the PMO Team Lead.

Support PMO Team Lead in the Project, Programme & Hub Level Reporting.

Key outcomes will be improved project consistency, transparency and success. This 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 in sustainable development and project services.

Education/Experience/Language requirements


A Master’s Degree(Advanced University Degree) in Project Management or Project Planning / Schedule Management or related field is required OR Bachelor's Degree (a first-level university degree) in Project Management or Project Planning / Schedule Management or related field in combination with seven(7) years relevant experience may be accepted in lieu of the Advanced University Degree.
Work Experience
A minimum of 5 years of relevant professional experience in the field of Project Management is required. Experience of development and implementation of Scheduling Management Standards , System using P6 Schedule Software, and Experience of development and implementation of Practical Project Schedule Management is added advantage. Previous experience of working as a P6 Project Scheduler of at least two major programmes, which comprise of a diverse range of project types and size is a distinct advantage. Experience in using project management tools and information management systems is an advantage PMI or PRINCE 2 foundation and practitioner certification is an advantage.
Data analysis and Interpretation (2years), Data Management (2 years), and Reporting (2 years) is required Critical thinking and problem solving is an advantage.


Fluency in writing, reading and oral English is required Knowledge of a second UN or regional working language is an asset. 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. 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, utilizing 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 behavior. 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. Contract type, level and duration

Contract type: ICA
Contract level: IICA 2
Contract duration: Ongoing ICA

For more details about the ICA contractual modality, please follow this link:

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.


With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

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