Programme Management Specialist
Location: Dar es Salaam, Tanzania
Application Deadline: 2019-01-14
Background
UNDP Tanzania is implementing its Country Programme Document (CPD) which is fully aligned with the UN Development Assistance Framework (UNDAP II). The CPD and UNDAP II both run from 2016 – 2021 and operate within the Delivering as One (DaO) framework. The CPD has 3 main outcomes/pillars that are aligned with the UNDP l Strategic Plan [SP] 2014-17 and have now been linked with the new SP 2018-2021. These are:
1. Inclusive Economic Growth and Poverty Reduction
2. Environmental Sustainability, Climate Change and Resilience
3. Inclusive Democratic Governance
The Programme & Strategic Support Unit (PSSU) has been created to support the strategic and programme management function for the country programme implementation. The unit directly supports the Programme team with the design and formulation of projects; monitoring and evaluation [appraisal, project reviews and outcome evaluations], gender mainstreaming, communication and resource mobilization including revenue management and donor reporting; compliance with Programme and Project Management (PPM) guidance and reporting on results. The PSSU in collaboration with Operations units ensures high quality project management in aspects of procurement for projects, field monitoring and utilization of programme resources, implementation of the Harmonized Approach to Cash Transfer [HACT] Framework including management of HACT audit, capacity assessments and implementation of audit recommendations.,. The unit ensures that the Country Office (CO) results are monitored, tracked, reported and communicated as per UNDP and CO expectations and requirements. The function includes maintenance of donor/partner relations, maintenance of CO visibility and supporting the programme team to report in the Results Oriented Annual Report (ROAR), the Integrated Work Plan (IWP) and the Integrated Results and Resources Framework (IRRF) of the Strategic Plan (SP).
Under the guidance and direct supervision of the Resident Representative and working very closely with the Programme Coordinator, the Programme Management Specialist is responsible for overseeing the programme management function of the UNDP programme and projects as articulated in the Country Programme Document. The PM Specialist will head the PSSU and will ensure all project management aspects for the country programme ranging from resource allocation, expenditure monitoring and resources mobilization targets are achieved in collaboration with Programme Pillars and Deputy Country Director - Operations. Within the PSSU, the Programme Management Specialist works in close collaboration with and supervises the M&E Analyst and other staff as may be required and as directed by the Resident Representative.
The post will oversee project management in Atlas, compliance and quality assurance requirements as guided by the Programme and Operations Policies and Procedures (POPP) and the new PPM changes, bidding and contracting processes for both Nationally Implemented [NIM] projects and Direct Implementation [DIM] by UNDP. Under National Implementation Modality (NIM) this will include management of Letters of Agreement (LOA) and CO support provision where UNDP is requested to deliver this support to NIM projects, contract administration for development projects, ensuring application of cost recovery through implementation of Direct Project Cost (DPC) across the programme to ensure longer-term sustainability of the country office. For Direct Implementation Modality [DIM] where UNDP will engage Responsible Partners to support implementation, the same process will be employed as NIM projects. The functions are embedded with a team across the three pillars, working closely with the Programme Finance and Procurement teams in order to fast-track processes and ensure that there are sufficient capacities to manage the workload at peak times.
In close collaboration with Programme and Operations teams, programme staff in other UN Agencies, and Implementing Partners to successfully implement the UNDAP II I CPD, the Programme Management Specialist plays an important role in Direct Implementation and CO support to NIM, helps build the capacity of national implementing partners to ensure timely delivery. The Programme Management Specialist produces management information for project oversight and participates in monitoring activities with the programme team as applicable.
Duties and Responsibilities
Supervision of PSSU member(s), Implementation of the CO programme, oversight of programme budgets, coordination of project management in Atlas and CO;
Coordinating and streamlining of resource management processes for both NIM and DIM projects;
Planning, coordinating strategic partnerships and implementation of the resource mobilization strategy;
Provision of top quality programme implementation and execution advice services to the implementing partners and facilitation of knowledge building and management.
Ensures effective implementation of the CO programme within the three pillars focusing on quality control from formulation to implementation of the country programme achieving the following results:
Effective application of RBM tools, establishment of programme targets and monitoring achievement of results:
Support the design and formulation of CO programme within the three pillars, translating UNDP's priorities into local interventions;
Ensure the programme is fully aligned and linked to the Strategic Plan to facilitate reporting at country and global level through the IRRF;
Ensure programme formulation and implementation adheres to the UNDP’s seven quality criteria including the SDGs; and that South-South Cooperation and Gender and women empowerment is built in all the projects;
Coordinate the annual processes of IWP development, programme monitoring in the Corporate Planning System and annual reporting through the ROAR;
Ensure the awarding of proposals, initiation plans, new projects and project closure functions are done in Atlas with full adherence to POPP and alignment to the CPD and the Strategic Plan;
Provide high-quality management analysis and information/reports on the situation in programme, identification of operational and financial challenges and proposal of solutions while maintaining compliance to UNDP rules & regulations;
Ensure timely implementation of the CO Evaluation plan and oversee the process of recruitment of consultants, evaluation and management responses in collaboration with the M&E Analyst and Pillar Leads;
Review jointly with the M&E Analyst the project M&E frameworks to ensure alignment with country programme results and SP indicators;
In collaboration with the M&E analyst, review reporting by Programme in UN INFO to ensure consistency of financial and narrative reporting and alignment with the UNDAP II Outcomes and Outputs as applicable;
Support Project Quality Assurance process and institute areas for improvement within the pillars for high quality programme development
Monitor Corporate data quality dashboards and follow up with relevant units to ensure that all requirements are met;
Coordinates inputs for corporate queries on performance-related issues; support CO and management in preparation of responses and taking recommended actions.
Coordinate and streamline resource management for NIM projects focusing on achievement of the following results:
In collaboration with the Programme Coordinator and the Pillar Leads, coordinate the teams to ensure timely preparation and submission of procurement plans for projects and monitoring of their implementation;
Contribution to and application of strategic procurement strategies to support NIM projects, including adequate budget provision for these;
Working closely with the Procurement Team, ensure the timely execution of procurement plans, procurement requests and their evaluation. Support the negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
Oversight of programme related procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for PO and Voucher approval;
Guided by the Coordinator of Programmes and in consultation with the Programme team, facilitate country office programme resources allocation process, monitor expenditure and delivery progress, raise delivery gaps and propose adequate and sound solutions;
Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies;
Ensure programme resources are allocated and spent in line with planned results and in compliance with UNDP rules and regulations;
Multi-year budgets and resources for all projects are effectively budgeted to meet the CO delivery, RM and revenue/cost recovery targets;
Coordinate and support the partner capacity assessment implementation within the HACT framework and overs implementation of HACT assurance plans and audit;
Ensures full HACT compliance and roll-out of related policies; ensure the development and implementation of Audit recommendations in collaboration with Programme Finance and Pillar Leads;
Guides and coordinates preparations for CO, DIM and NIM audits;
Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor.
Support and coordinate strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:
Implementation and oversight of agreed partnership modalities under NIM ensuring compliance with legal requirements of the organization;
Dialogue with key national partners on strategies to enhance results achievement under nationally implemented projects while maintaining compliance to UNDP’s Financial Rules and Regulations;
Support maintenance of partnerships with sister UN Agencies, IFI's, government institutions, bi-lateral and multi-lateral donors, private sector, civil society with focus on achieving UNDP results and adherence to the contribution agreements provisions;
Implementation and oversight on cost sharing and financing agreements;
Elaboration of conditions of contributions within the CO resource mobilization efforts;
Contribution to the UN implementation modalities in the context of DaO through UNDAP II to facilitate mobilization of One Fund Resources;
Quality review and timely submission of donor reports (narrative and financial) prepared by respective pillars, response to queries, in full compliance with financing agreements and donor requirements to contribute to mobilization of resources;
Coordinate with the Pillar Leads to ensure that the CO pipeline module in Atlas is updated regularly, and share feedback on progress of IWP targets for timely action by Pillars;
Coordinate with Pillars on timely submission of the Medium-Term Expenditure Framework (MTEF) projections to the Ministry of Finance and Planning in input to the Aid Management Platform;
Provide high quality programme implementation and execution advisory services and facilitation of knowledge building and management focusing on achievement of the following results:
Contribution to knowledge building in the UN system on national planning, procurement, and implementation processes in order to find ways of enhancing UN and UNDP support;
Strengthened project management practices and application of UNDP's rules, regulations, and policies as well as UN interagency agreements;
Ensure and oversee the organization of trainings for the programme, operations, project staff and national counterparts on project management aspects; share updates and new policies on PPM as they become available to keep the team up to date with organizational changes;
Leadership in the organization of briefings and orientation on NEX/NIM processes;
Sound contributions to knowledge networks and communities of practice, particularly in the area of programme and project management;
Identification and synthesis of best practices and lessons learnt and sharing them with CO for improved programme implementation and delivery.
Competencies
Core
Innovation
Ability to make new and useful ideas work
Level 5: Creates new and relevant ideas and leads others to implement them
Leadership
Ability to persuade others to follow
Level 5: Plans and acts transparently, actively works to remove barriers
People Management
Ability to improve performance and satisfaction Level
5: Models high professional standards and motivates excellence in others
Communication
Ability to listen, adapt, persuade and transform
Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
Delivery
Ability to get things done while exercising good judgement
Level 5: Critically assesses value and relevance of existing policy/practice and contributes to enhanced delivery of products, services, and innovative solutions
Technical/Functional
Advocacy/Advancing a Policy-Oriented Agenda
Analysis and creation of messages and strategies, creates effective advocacy strategies, performers analysis of political situations and scenarios, and contributes to the formulation of institutional responses, Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Results-Based Programme Development and Management
Contribute to results through provision information, Provides information and documentation on specific stages of projects/programme implementation, Provides background information to identify opportunities for project development and helps drafting proposals, participates in the formulation of project proposals.
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Building Strategic Partnerships
Identifying and building partnerships, effectively networks with partners seizing opportunities to build strategic alliances relevant to UNDP’s mandate and strategic agenda, Identifies needs and Interventions for capacity building of counterparts, clients and potential partners, Promotes UNDP’s agenda in inter-agency meetings.
Level 5:Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Innovation and Marketing New Approaches.
Developing new approaches, seeks a broad range of perspectives in developing projects proposals, identifies new approaches and promotes their use in other situations, Creates and environment that fosters innovation and innovative thinking, Makes the case for innovative ideas from the team with own Supervisor.
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Resource Mobilization
Implementing resource mobilization strategies, analyzes information on potential bilateral/multilateral donors and national counterparts to recommend a strategic approach, Identifies and compiles lessons learned, Develops a resource mobilization strategy at the country level.
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Promoting Organizational Learning and Knowledge Sharing
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things, Documents and analyses innovative strategies and new approaches
Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise
Job Knowledge/Technical Expertise.
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position, Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks, strives to keep job knowledge up-to-date through self-directed study and other means of learning, demonstrates good knowledge of information technology and applies it in work assignments, Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments
Level 5: Originate: Fundamental Knowledge of won discipline
Client Orientation
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion, Organizes and priorities work schedule to meet client needs and deadlines, Anticipates client needs and addresses them promptly.
Level 5: Originate: Establishing effective client relationships
Required Skills and Experience
Education:
Master’s Degree or equivalent in Business Administration, Public Administration, International Development, Economics, Social and Political Sciences;
Project Management certification desirable.
Experience:
5 years of relevant experience at the national or international level in providing programme/project management advisory services,
Hands-on experience in design, implementation, monitoring and reporting of development projects.
Experience in the usage of computers and MS Office software packages,
Experience in handling of web-based management systems required.
Language Requirements:
Fluency in English and Kiswahili.
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