Project Manager Induction Quiz

1. Fill in the Blank - Which of the Project Management Cycle stages are missing: Lead Generation, Initiation, Subsequent Stages, Final Stage, Review

UNOPS Project Life Cycle is adopted from PRINCE2 and comprises of Lead Generation, Pre-Engagement, and Initiation stage, Subsequent stages and Final stage.

For more information:

https://intra.unops.org/Practices/Project-Management/Pages/default.aspx

Explanation

UNOPS Project Life Cycle is adopted from PRINCE2 and comprises of Lead Generation, Pre-Engagement, and Initiation stage, Subsequent stages and Final stage.

For more information:

https://intra.unops.org/Practices/Project-Management/Pages/default.aspx

Submit

2. If you receive a court summons addressed to UNOPS, what do you do?

Contact my Regional Legal Adviser

Rely on a Ministry to handle it

Sign it

Ignore it

When you receive a Court summon you shouldn't ignore it, sign it or rely on a Ministry to handle it. Instead, you should contact its Regional Legal Adviser ASAP. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

Explanation

When you receive a Court summon you shouldn't ignore it, sign it or rely on a Ministry to handle it. Instead, you should contact its Regional Legal Adviser ASAP. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

3. What Resources to assist PMs in their daily work does the Project Management Practice offer?

Online PM Body of Knowledge system containing articles, instructions and guidance on Project Management Methodology, including templates and tools

Webinars are designed to be short, insightful and keep you informed on the current tools and processes of UNOPS Project Management

Project Management Certification Program

PM Community of Practice, which is an active information source for sharing of project best practices

Live Office hours, which is interactive sessions led by the PM Practice aimed at getting answers to PMs questions

All of the above

For more information about the Project management Practice, please see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/About.aspx

Explanation

For more information about the Project management Practice, please see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/About.aspx

4. Which of the following is the Project Manager not responsible for:

Budgets and expenditures to be in compliance with the project agreement

Project producing results capable of achieving the benefits and meeting expectations defined in the Business Case

Sound knowledge of UNOPS mission, goals and strategy

Understanding of project legal agreements

Project Manager is responsible for all of the above

The Project Manager's prime responsibility is to ensure that the project produces 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.

For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Project%20Manager.aspx

Explanation

The Project Manager's prime responsibility is to ensure that the project produces 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.

For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Project%20Manager.aspx

5. Public Procurement is important because:

We are spending someone else’s money

Public sector organizations are the stewards of public funds

There is a special demand on the entrusted organization, in terms of ethics, efficiency as well as transparency and accountability

All of the above

There is a special demand on the entrusted organization in terms of achieving value for money, ethics, efficiency as well as transparency and accountability. It is these expectations that form the basis of public procurement principles. Read more in the Procurement Manual. https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

There is a special demand on the entrusted organization in terms of achieving value for money, ethics, efficiency as well as transparency and accountability. It is these expectations that form the basis of public procurement principles. Read more in the Procurement Manual. https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

6. Which of the below statements is False?

Technical Specifications are used for the procurement of goods

Terms of Reference (TOR) are only used for contracting of employees

Statement of Works (SOW) provides background and detailed information for construction works

Terms of Reference (TOR) are mainly used for contracting of services. TOR define the work required of a supplier to provide the solicited services. However, they can be used for goods and works when the requirement cannot be quantitatively defined. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

Terms of Reference (TOR) are mainly used for contracting of services. TOR define the work required of a supplier to provide the solicited services. However, they can be used for goods and works when the requirement cannot be quantitatively defined. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

7. HQ Contracts and Property Committee (HQCPC) reviews every request for contract approval above LCPC level and makes recommendation to:

Project Manager

Procurement Officer

Executive Chief Procurement Officer

Procurement Advisor

Contracts and property committees shall review submissions and render written advice to ECPO (in the case of HQCPC) or the relevant Regional Director (in the case of an LCPC) on UNOPS procurement actions. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

Contracts and property committees shall review submissions and render written advice to ECPO (in the case of HQCPC) or the relevant Regional Director (in the case of an LCPC) on UNOPS procurement actions. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

8. True or False: A written contract shall always be issued by UNOPS for all procurement activities valued at USD 2,500 or above

True

False

With the exception of procurement activities with a value below USD 2,500 where no contract is required, every effort must be made to avoid a situation whereby services or works commence and goods are ordered prior to the establishment of a contract. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

With the exception of procurement activities with a value below USD 2,500 where no contract is required, every effort must be made to avoid a situation whereby services or works commence and goods are ordered prior to the establishment of a contract. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

9. Which of the below is not required for project budget approval?

Signed agreement by both parties

Budget setup is as per client agreement and Implementation Analysis Note (IAN) comments

Client data has been inputted and verified on the Partner Centre

The following criteria are required to be fulfilled for project budget approvals: Signed agreement by both parties; Review Project award amount and prior year expenditures (if applicable) against overall agreed budget; Use of correct fund/donor codes; Ensure Fee % is correctly set; and Output report is supported by the budget setup. Non cash based projects have additional requirements. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

Explanation

The following criteria are required to be fulfilled for project budget approvals: Signed agreement by both parties; Review Project award amount and prior year expenditures (if applicable) against overall agreed budget; Use of correct fund/donor codes; Ensure Fee % is correctly set; and Output report is supported by the budget setup. Non cash based projects have additional requirements. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

10. What is the correct sequence of the Procurement Process?

Definition of Needs, Finding Suppliers, Getting Offers, Evaluation, Review & Award, Contract Issuance

Definition of Needs, Getting Offers, Finding Suppliers, Evaluation, Review & Award, Contract Issuance

Definition of Needs, Getting Offers, Finding Suppliers, Review & Award, Evaluation, Contract Issuance

None of the above

For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Procurement%20for%20PM%20Induction.pdf

Explanation

For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Procurement%20for%20PM%20Induction.pdf

11. When making submissions to HQCPC, ensure your submission meets the below criteria (more than one answer)

Demonstrates UNOPS rules & procedures have been complied with

Clear and self-contained explanations

Proper justifications

Complete & signed supportive documents

For more information about submissions to the HQ contracts & property committee (HQCPC) see:

https://intra.unops.org/Global/HQCPC/Pages/default.aspx

Explanation

For more information about submissions to the HQ contracts & property committee (HQCPC) see:

https://intra.unops.org/Global/HQCPC/Pages/default.aspx

Submit

12. What are Non Cash based projects?

Projects for UN Secretariat, where UNOPS does not charge for its Services

Projects where UNOPS has an approved budget from the client, but not funds

Projects where UNOPS is consulted and not implementing services

Non-Cash-based: Projects where UNOPS has an approved budget from the client, but not funds, as cash settlement will be processed at the corporate level; Cash based: Projects where UNOPS receives funds prior to initiating project activities. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

Explanation

Non-Cash-based: Projects where UNOPS has an approved budget from the client, but not funds, as cash settlement will be processed at the corporate level; Cash based: Projects where UNOPS receives funds prior to initiating project activities. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

13. Select the best answer - RFP and ITB are used for procuring Goods and Services for what amount

>100,000 USD

50,000-100,000 USD

>50,000 USD

>2,500 USD

Request for Proposal (RFP) and Invitation to Bid (ITB) are formal methods of solicitation used for procurements above 50.000 USD. For more information on when to use each method see the procurement manual:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

Request for Proposal (RFP) and Invitation to Bid (ITB) are formal methods of solicitation used for procurements above 50.000 USD. For more information on when to use each method see the procurement manual:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

14. Which of the below is not one of the four Procurement Principles?

Best Value for Money

Efficiency and Accountability

Fairness, Integrity and Transparency

Effective Competition

UNOPS Financial Regulation 18.02 requires that the following general principles must receive due consideration when undertaking the procurement activities: Best value for money; Fairness, integrity and transparency; Effective competition; and The best interests of UNOPS and its clients. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

UNOPS Financial Regulation 18.02 requires that the following general principles must receive due consideration when undertaking the procurement activities: Best value for money; Fairness, integrity and transparency; Effective competition; and The best interests of UNOPS and its clients. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

15. Which of the below expenditure process steps are not performed by the Project Manager?

Requisition Creation

Purchase Order Approval

Create Accounts Payable Voucher

Receipts of Goods/Services

Accounts Payable and Disbursements/Payments are covered by the Finance Assistant Officer. For more information on the project expenditure process, please see: https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

Explanation

Accounts Payable and Disbursements/Payments are covered by the Finance Assistant Officer. For more information on the project expenditure process, please see: https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

16. 'Lessons learned are documented and shared within the organization' refers to which of the 6 Project Success Criteria:

Stakeholder Satisfaction

Knowledge Management

Personnel Management

Both a and b

Both a and c

The Criteria on Knowledge Management implies that lessons learned should be documented and applied from other projects, and that team members should use the Community of Practice. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Success%20Criteria.aspx

Explanation

The Criteria on Knowledge Management implies that lessons learned should be documented and applied from other projects, and that team members should use the Community of Practice. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Success%20Criteria.aspx

17. If one of the personnel under your supervision is not performing, which of the following should you not do?

Inform him/her of performance shortcomings, and identify ways they can be overcome.

Wait for his/her contract to expire, and on the last day politely thank him/her for his/her service to the UN

Keep a written record of your discussions and his/her responses.

Complete an official performance appraisal.

Do inform staff members of performance shortcomings, and identify ways they can be overcome. Make sure that official performance appraisal are completed. For more information see:
https://intra.unops.org/Practices/HR/PerformanceManagement/Pages/default.aspx

Explanation

Do inform staff members of performance shortcomings, and identify ways they can be overcome. Make sure that official performance appraisal are completed. For more information see:
https://intra.unops.org/Practices/HR/PerformanceManagement/Pages/default.aspx

18. If the Project Manager identifies ethical issues that could result in a project having limited value or is not for the greater good, he or she should

Take accountability and develop a plan to ensure benefits are achieved

Report ethical issues to supervisor

Be transparent and raise issue at the next stakeholder meeting to ensure everyone is informed

None of the above

The Engagement Authority ensures that all Engagements are in full compliance with UN regulations and due consideration has been made for UN Principles. For Programmes, Projects and Work Packages, the Programme / Project / Team Manager need to be aware of UN Principles and regulations and to notify the Engagement Authority if any issue arises. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Ethics.aspx

Explanation

The Engagement Authority ensures that all Engagements are in full compliance with UN regulations and due consideration has been made for UN Principles. For Programmes, Projects and Work Packages, the Programme / Project / Team Manager need to be aware of UN Principles and regulations and to notify the Engagement Authority if any issue arises. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Ethics.aspx

19. Select the best answer - The Local Contracts and Property Committee (LCPC) reviews formal procurement submissions of what amount?

250,000 – 499,999 USD

> 250,000 USD

50,000-250,000 USD

All standard formal procurement submissions that do not go to HQCPC

For details on whether a submission should be made to HQCPC or LCPC, please see the tresholds in the Procurement Manual. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

For details on whether a submission should be made to HQCPC or LCPC, please see the tresholds in the Procurement Manual. For more information: https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

20. Which of the below clauses should not be included in contracts?

Jurisdiction clause

Applicable law clause

Audit (or audit-equivalent) clause

A and c only

All of the above

These are clauses that can't be included in UNOPS contracts, although UNOPS is regularly asked to do so. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

Explanation

These are clauses that can't be included in UNOPS contracts, although UNOPS is regularly asked to do so. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

21. How do you allocate expected funds from clients?

Create an Accounts Receivable entry on Atlas and allocate funds accordingly

Send an email to your RMFO with the attached request with both the clients and approvers signature

For more information about UNOPS Accounts Receivables system please see: https://intra.unops.org/Practices/Finance/Receivables/Pages/default.aspx

Explanation

For more information about UNOPS Accounts Receivables system please see: https://intra.unops.org/Practices/Finance/Receivables/Pages/default.aspx

22. UNOPS Legislative Framework consist of the following (select all applicable options):

UN-wide or UNOPS specific requirements

Organizational Directives (ODs)

UNDP Legislation, only when we operating within the same location

Administrative Instructions (AIs)

Practice & Quality Management System (PQMS) Processes, instructions and supporting guidance

Higher from lower level: External Legislation, Ods, Ais and PQMS. To find more about UNOPS legastive framework: see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

Explanation

Higher from lower level: External Legislation, Ods, Ais and PQMS. To find more about UNOPS legastive framework: see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Legal%20for%20PM%20Induction.pdf

Submit

23. UNOPS allocable charges are direct costs associated with HQ activities and charges are evenly distributed to projects

True

False

UNOPS allocable charges are direct costs associated with projects. All such expenses are first accrued in a corporate “pool” of relevant charges and then distributed at regular intervals between administrative budgets and relevant projects in a reasonable, measurable and practical manner in accordance with pre-defined distribution keys.

https://intra.unops.org/ToolsResources/KnowledgeSystem/Management/Pages/Endorsed/Allocable%20Charges.aspx

Explanation

UNOPS allocable charges are direct costs associated with projects. All such expenses are first accrued in a corporate “pool” of relevant charges and then distributed at regular intervals between administrative budgets and relevant projects in a reasonable, measurable and practical manner in accordance with pre-defined distribution keys.

https://intra.unops.org/ToolsResources/KnowledgeSystem/Management/Pages/Endorsed/Allocable%20Charges.aspx

24. UNOPS has FIDIC-based contracts for works, the UNOPS suite of four works contracts, include:

Minor Works Contract

Flexible Works Contract

Short Form Construction Contract

Long-term Construction Contract

Measured Price Construction Contract

Lump Sum Construction Contract

UNOPS has new FIDIC-based contracts for works. They supersede the old General Conditions of Contracts (GCC) that we used for works. Please read more on the ISP Infrastructure page:

https://intra.unops.org/ToolsResources/KnowledgeSystem/opg/infrastructure/Pages/UNOPSContractsforWorks.aspx

Explanation

UNOPS has new FIDIC-based contracts for works. They supersede the old General Conditions of Contracts (GCC) that we used for works. Please read more on the ISP Infrastructure page:

https://intra.unops.org/ToolsResources/KnowledgeSystem/opg/infrastructure/Pages/UNOPSContractsforWorks.aspx

Submit

25. What UNOPS information is available to the public under the Information Disclosure Policy (OD30)? (there can be more than one correct answer)

Host country agreements

Common Country Assessments/ UN Development Assistance Frameworks

UNOPS Offices

Partners

Project data

UNOPS Executive Board documents

Annual Reports of the Executive Office

Personnel Salary

Policies and Procedures

Financial reports and audit reports

Procurement activities

The Information Disclosure Policy is ''intended to ensure that information concerning UNOPS operations is available to the public, except for limited information that is deemed confidential as set out in this Policy. For the purposes of this Policy, information is defined as printed or electronic materials that provide knowledge about UNOPS activities.'' Please read more in the Information Disclosure Policy. For more information:

https://intra.unops.org/ToolsResources/Policy_Coordination/Documents/Organisational%20Directives/OD%2030%20(rev%201)%20Information%20Disclosure%20Policy.pdf

Explanation

The Information Disclosure Policy is ''intended to ensure that information concerning UNOPS operations is available to the public, except for limited information that is deemed confidential as set out in this Policy. For the purposes of this Policy, information is defined as printed or electronic materials that provide knowledge about UNOPS activities.'' Please read more in the Information Disclosure Policy. For more information:

https://intra.unops.org/ToolsResources/Policy_Coordination/Documents/Organisational%20Directives/OD%2030%20(rev%201)%20Information%20Disclosure%20Policy.pdf

Submit

26. As 'Manager', the Project Manager (depending on level) can Perform the Below Functions on Atlas (more than one correct answer)

Create a Proposal

Submit a Proposal

Generate Award

Award Profile

Finalize Budget

Update Project Budget

Access all Projects inquiry pages and reports

For more information on concepts and training related to Project financials, please see the ATLAS support page.

https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

Explanation

For more information on concepts and training related to Project financials, please see the ATLAS support page.

https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

Submit

27. Which of the following Banking options can be used in UNOPS: (there can be more than one correct answer)?

Atlas Bank Accounts - UNOPS has bank accounts in 34 different countries

Petty Cash

UNDP Bank accounts

Operational Advance

UN Secretariat Accounts

To find more about when to use each banking option please see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

Explanation

To find more about when to use each banking option please see:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Training/PMFoundation/Documents/Finance%20for%20PM%20Induction.pdf

Submit

28. Fill in the right code name on the COA

defined as the party that channels/pools funds from original donors to UNOPS as implementing partner

defined as the party who originally made the funds available

For more information on concepts and training related to Project financials, please see the ATLAS support page.

http://https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

Explanation

For more information on concepts and training related to Project financials, please see the ATLAS support page.

http://https://intra.unops.org/ToolsResources/Atlas/Pages/default.aspx

Submit

29. Which of the following is/are not part of the 6 Project Success Criteria?

Stakeholder Satisfaction

Knowledge Management

Processes and Tools

Learning and Development

Personnel Management

Delivery performance

Partner Satisfaction

Please read more about the 6 Project Success Criteria: Stakeholder Management; Delivery and Performance; Procedures; Knowledge Management; Personnel Management; and Core Values. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Success%20Criteria.aspx

Explanation

Please read more about the 6 Project Success Criteria: Stakeholder Management; Delivery and Performance; Procedures; Knowledge Management; Personnel Management; and Core Values. For more information:

https://intra.unops.org/ToolsResources/KnowledgeSystem/projectmanagement/Pages/Endorsed/Success%20Criteria.aspx

Submit

30. Match the below terms to the correct description:

Existing agreements UNOPS has established with many suppliers. It can save a lot of time in the procurement process

Formal solicitation method used in competitive procurement of complex goods, design or other works or services where the inputs and/or outputs cannot be quantitatively and qualitatively determined

Formal solicitation method used when requirements can be specified quantitatively and qualitatively

Solicitation method that does not require formal requirements. Usually select the lowest priced and most technically acceptable product

For more information on Procurement terms, please see the Procurement Manual:
https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Explanation

For more information on Procurement terms, please see the Procurement Manual:
https://intra.unops.org/ToolsResources/KnowledgeSystem/procurement/Pages/Endorsed/Procurement%20Manual.aspx

Submit