PMO and PIU TORs
Terms of reference for Project Management Offices (PMOs) and Project Implementation Units (PIUs)
These TORs outlines the roles and responsibilities of the Project Management Offices and Project Implementation Units during the Design and Planning Phases.
As the role will differ between the PMO of the lead entity and the PMO of non-lead entities, these two roles are outlined separately in the document below.
Note that only the lead entity is expected to set up a PIU. Other entities will most likely be able to engage sufficiently through the OMT. More details are provided in the document below.
Frequently asked questions related to PMOs and PIUs (FAQ)
1. Project Management Office (PMO)
Question 1.a. What is the role of the PMO?
Answer: The PMO Lead is the primary HQ level interlocutor with UNDCO with regards to planning, communication, coordination, and problem solving. DCO will be responsible for providing technical support throughout the process and lead with regards to methodology, tools and guidance.
Question 1.b. Is there a specific profile for the PMO lead and what are the other FTE elements within the PMO?
Answer: PMO lead should have project management capability, knowledge of rules and regulations, and access to decision makers within their organization. The PMO lead needs to have an operational and practical approach to problem solving. The PMO lead will liaise with UNDCO.
Question 1.c. Who will establish PMOs?
Answer: All entities that take on lead and/or hosting roles will establish PMOs at headquarters. At this stage this includes UNDP, UNICEF, UNOPS, WFP, and the UN Secretariat.
Question 1.d. What is the constitution of the PMO (is it an individual or a team)?
Answer: The PMO is HQ centric. Each entity will gauge the constitution of the PMO depending on how many countries they will be leading – and potentially hosting. This team will need to scale up and down in terms of capacity. The estimate is that one full-time equivalent (FTE) is required in the PMO for each country being lead or hosted, and quarter of an FTE for each non-lead/hosting country in which the entity is among the largest four entities. For example, if entity X leads or hosts two countries and is among the four largest entities in four other countries then it is estimated that the PMO will require three FTEs.
Question 1.e. What are the reporting lines of the PMO?
Answer: The PMO reports to its own entity, possibly to the office of the Reference Group member. The exact internal arrangements will be determined by each entity.
Question 1.f. What is the extent of the collaboration between the PMO and PIU?
Answer: The PMO is based on headquarters and the staffing is likely to be more senior than the PIU staff. The PIU is the country based counterpart to the Lead PMO. PIU is likely to include the OMT-member of the lead entity and some dedicated capacity. In large countries this dedicated PIU capacity may be a full FTE, in other smaller countries it could be a roaming capacity. The roaming capacity could in some cases be part of PMO also.
Question 1.g. Are there any timelines for the RFP?
Answer: 2-3 months for the core elements of sharing of documents, info session, time for entities to prepare proposal, panel evaluation and endorsement by UNCT. The specifics related to the RFP process will be laid out in the RFP documentation which will be shared separately.
Question 1.h. What is the Request for Proposal (RFP) process and how is it relevant to the PMOs and PIU?
Answer: The RFP is a process step which determines which entity will become the Hosting Entity. The DCO team prepares the documentation setting out the scope of services of the CBO and the evaluation criteria against which entities will be evaluated. For the Lead Entity, the PMO works together with their country level PIU to prepare their proposal in response to the Request for Proposal. For interested non-lead entities the HQ PMO works together with their country level operations staff and management to prepare the proposal.
Question 1.i. Can you clarify criteria and selection process for establishing the RFP panel, how many members, roles etc.
Answer: This will be laid out in the RFP documentation which will be shared shortly.
2. Project Implementation Unit (PIU)
Question 2.a. What is the role of the PIU?
Answer: The PIU is the primary country level interlocutor with UNDCO with regards to planning, communication, coordination, and problem solving. UNDCO leads with regards to planning, communication, coordination as well as on data collection, data focal point training, methodology clarifications, and tools.
Question 2.b. Who is expected to set up a PIU?
Answer: Lead Entities (and Hosting Entities once confirmed) are expected to have PIUs. Non-lead entities may choose to set up a PIU if the workload associated with the process warrants this. In large countries the 2-3 largest entities may want to set up PIUs.
Question 2.c. What is the relative percentage involvement of DCO and the UN entities, when it comes to the PIU related work?
Answer: This will wary throughout the process. Please refer to the PIU TOR.
Question 2.c. Is the PIU expected to be an inter-agency group?
Answer: PIU is NOT an interagency group. The OMT and UNCT will remain the main interagency groups. The PIU is the country level dedicated CBO process support capacity of the Lead or Hosting entity. PIU works closely with OMT and DCO.
Question 2.d. What are the expected elements of the CBA to be presented to the UNCT, PMOs and other key stakeholders?
Answer: The Cost Benefit Analysis (CBA) outlines the costs and benefits, overall, and by entity. Establishing a robust CBA is an iterative process. A first high level version will be sketched out based on the scoping of potential CBO services. After review of the initial CBA, feedback, and further analysis a second version will be developed. This second CBA forms the basis for a more detailed CBA. This more detailed version is presented to the UNCT, PMOs and other key stakeholders.
Question 2.e. What are the oversight structures in place for the PIU; who does it report to?
Answer: The PIU reports to the PMO of the Lead/Hosting Entity. Moreover, the PIU works closely with the OMT and with DCO.
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