Programme Management Specialist

Job Title: Programme Management Specialist

Organization: UNDP

Job Identification: 12942

Location: Dakar, Senegal

Apply Before: 08/26/2023, 06:59 AM

Job Schedule: Full time

Grade: P4

Vacancy Type: Fixed Term

Practice Area: Innovation

Bureau: Regional Bureau for Africa

Contract Duration: 2 Year with Possibility for extension

Education & Work Experience: Master's Degree - 7 year(s) experience

Required Languages: English

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) is the global development network of the United Nations, connecting countries to knowledge, experience, and resources to help people build a better life. UNDP is on the ground in more than 170 countries and territories, supporting countries to reach their own development objectives and internationally agreed development goals, building, and sharing solutions in the areas of Sustainable Development, Democratic Governance and Peacebuilding and Climate and Disaster Resilience. UNDP supports the 2030 Agenda for Sustainable Development and the 17 new Sustainable Development Goals (SDGs), as they help shape global sustainable development for the next decade. 

Regional Hub
UNDP’s Regional Bureau for Africa (RBA) is its largest regional bureau, covering 46 countries, ranging from high middle-income economies to least developed countries, as well as countries in crisis and post-crisis situations. UNDP works with its national counterparts in the Africa region to help them implement national development priorities and achieve their national development goals. Its work is guided by global and regional development and normative frameworks to which countries in Africa are signatories, including the 2030 Agenda for Sustainable Development and the Africa Union’s Agenda 2063.

To make this possible, UNDP’s Regional Bureau for Africa counts with a core capacity of highly qualified professionals located in its headquarters in New York and in its regional and sub-regional offices in Addis Ababa, Dakar, Nairobi, and Pretoria. RBA staff provide both substantive and managerial support to UNDP’s operations in the Africa region, enhancing its standards of efficiency and accountability, providing innovative region-wide strategic thinking and policy analysis, and engaging in advocacy and partnerships development, helping translate corporate and RBA strategies and goals into development impact and results on the ground.

The Dakar hub operates as a sub-regional office of RBA covering West and Central Africa (WCA). It provides to 23 country offices in the WCA sub-region with dedicated management support, as well as policy and programming advisory services in key RBA priority areas, bringing this expertise closer to UNDP’s operational needs in the field. The Dakar Hub is also responsible for managing and implementing regional projects contributing to the regional programme. In addition, the Dakar sub-regional hub hosts RBA’s Sahel team, which provides dedicated support to country offices in that subregion, as part of its contribution to the UN’s strategy for the Sahel.  

Country Office
UNDP Country Programme for Senegal 2019-2023 aims to support the government's efforts in its emergence process to achieve the SDGs through three focused priorities: (a) Governance for achieving the SDGs; (b) Strengthening the dynamics of economic and social development through the promotion of sustainable and inclusive growth; and (c) The sustainable management of the environment and natural resources. The combination of these programs is part of a holistic approach to development that will enable UNDP to contribute to the expected changes in support of the implementation of public policies in Senegal. The mitigating the effects of climate change, preserving productive capital and the establishment of basic infrastructure, work together to integrate the different layers of the population into the economic circuits. Similarly, building capacity for planning, implementing and monitoring-evaluating public policies at national and local levels contributes to the sustained integration of all sectors in the national SDG discourse. UNDP is supporting the adjusted and accelerated plan (PAP2A) 2021-2023 under Covid-19 situation, emphasizing sectors with high potential for economic growth and social inclusion. The country office is also in the process of developing its 2024-2028 country programme.

Over the recent years, the country office delivery target has dropped from $35.8m in 2018 to $6.8m in 2019, $9.5m in 2020, $8.5m in 2021 and $8.5m in 2022. This decrease is linked to the end of the PUDC and induces important consequences on the country office staffing and financial sustainability. Senegal had embarked in 2018 in a change management processes, postponed several times over a 3-year period. Staff movements (GSSU, retirement, voluntary departures…) made a change management process unnecessary. While it was necessary for the country office to ensure its financial sustainability, it was agreed that changes to the structure of the CO, if needed, would be made as part of the roll-out of the 2024-2028 country programme. The main challenge for the country office remains its resource mobilization to ensure its financial sustainability.

The Country Office and the Regional hub are currently located in different premises in different locations of the city. However, towards the end of 2023, both offices will be moving to a government constructed UN house located in Diamnadio. The country office and the regional hub will then share premises along with other UN entities. 

The PMSU unit will be central to both the CO and the Hub and will therefore cover both the Senegal country office and the regional hub. The programme management specialist, head of the PSMU will also coordinate the work of the teams in charge of communication, Partnership and resource mobilization, M&E and RBM. The programme management specialist will work in close collaboration with the programme and operations teams. As per the ICF provisions, he/she will primarily report to the Deputy Resident Representative in charge of Operations with a secondary line of reporting to the Deputy Resident Representative in charge of Programme.

Duties and Responsibilities
His/her functions will fall into the five broad categories below:

• Provide support to strengthen the strategic direction of UNDP Country Office and Regional Projects in the Hub.
• Ensure effective programme management support to the Country Office and Regional Projects in the Hub focusing on quality control of the full programming cycle, and focusing on integration of RBM perspectives, including reinforcing planning, monitoring and evaluation of the country office and the regional projects and programmes
• Ensure sound financial management of the Country Office’s and Hub’s resources. 
• Oversee auditing processes,
• Support the establishment and maintenance of strategic partnerships and support to resource mobilization and communication in the country office and in the Hub;

Provide support on strategic direction in relation to the Country Programme Document and the Regional Projects Documents and UNDP Strategic Plan and coordinate planning and reporting on the activities, focusing on the achievement of the following results:

• Support the development and operationalization of the Country Programme Document and the Regional Projects Documents, in collaboration with the partners.
• Support and advise on the development, management and implementation of the country office projects and regional projects managed in the regional hub in close collaboration with the Regional Programme coordinator.
• Coordinate with other units in the country office with development of Annual/Integrated Workplans (AWP/IWP), Country Office annual report, Results-Oriented Annual Reporting (ROAR) and other corporate planning and results reporting exercises.
• Coordinate with other units in the Regional Bureau for Africa, including Regional Service Centers, Country Offices and Central Bureaus, and support project managers and Regional Programme Coordinator with development of Annual/Integrated Workplans (AWP/IWP), Regional Programme annual report, Results-Oriented Annual Reporting (ROAR) and other corporate planning and results reporting exercises.
• Conduct business process mapping and establishment of internal Standard Operating Procedures to ensure the Regional Projects follows efficient workflows amongst the projects and adheres to and complies with corporate policies and dashboards.
• Support and coordinates knowledge building and management in the Country office and the Regional Hub.

Ensure effective programme management support to the Country Programme and Regional Projects focusing on quality control of the full programming cycle, and focusing on integration and deepening of RBM perspectives, including reinforcing planning, monitoring and evaluation of the country office and the regional projects and programmes focusing on the achievement of the following results:

• Provide advisory support to project managers in the CO and the Hub, throughout the project cycle, including formulation, implementation, monitoring, reporting, and closing while ensuring the application of UNDP Programme policies and procedures.
• Promote effective development and application of RBM tools in programme and project cycle management, including the development of an M&E plan for the CO and the regional programme and projects establishment of management targets (BSC) and monitoring achievement of results
• Ensure effective planning, monitoring and evaluation with the aim of measuring the impact of the Country Programme and Regional Projects.
• Provide technical support to project managers in relation to Quality assurance of project documents, PQAs and LPACS and e-PACs for regional projects 
• Provide technical advice on utilization of different implementation modalities and programming instruments and support preparation and provide clearance and quality assurance for legal documents, including LOAs, MOUs, RPAs, etc based on UNDP rules and regulations. 
• Provide technical support to project managers in the CO and in the Hub and coordination support Regional Programme Coordinator in relation to results monitoring and Transparency dashboards
• Provide technical support and quality control of decentralized country programme and project evaluations in the CO and in the Hub, assessments, and review in accordance with UNDP Evaluation Policy.
• Provide coordination support to the country office programme and projects and regional projects audit exercises among programme, project and operations staff and ensure compliance with audit quality standards and timeframes.

Ensure sound financial management, planning and monitoring of programme resources, focusing on the achievement of the following results:

• Strategic oversight of financial planning, budgeting, and costing, implementing, and monitoring of the country office and regional programme and projects, tracking the use of financial resources.
• Ensure implementation of effective internal control systems in collaboration with the operations unit and ensure overall accountability for the use of funds as well as the strict and consistent application of UNDP rules and regulations in all project operations. 
• Work closely with various units and project teams, HQ and Regional units ensuring successful financial performance by providing programme resource analysis for effective planning of resources
• Provide technical advice and coordination support to DRR programme and regional hub manager in reviewing and setting up quarterly and annual delivery targets.
• Regular monitoring and preparation of management financial reports on delivery, resource mobilization, TRAC Allocations, programme revenue management and cost recovery. 
• Periodic monitoring of dashboards and exceptions, troubleshooting on budget errors, funds availability, provision of COAs, other issues and identification of remedial actions.
• Monitor financial reports and follow up with project managers in the Hub and CO on outstanding obligations, facilitate project closures, open items clearances, deficits and NIM/NGO Advance aging and liquidations. 
• Support project teams in creating new projects in Quantum, GMS set up and managing budget revisions in line with approved AWPs/ProDocs; 
• Processing revenue transfers to COs that implement activities and inform the respective COs and the project managers, in close collaboration with the finance unit.   
• Support HACT implementation for country office projects including the assurance activities in collaboration with other COs on behalf of Regional Programme as per HACT guidelines 
• Support the training of partners and project managers, as applicable, on utilization of NIM/NGO advances and FACE forms

Oversee auditing processes, focusing on the achievement of the following results

• Support the preparation of country office audits, by ensuring that supporting documents are available and have been regularly archived; conducting pre-audit and regular verification on audits areas, particularly areas highlighted as ‘weaker’ in previous audits.
• Support the preparation of NIM/HACT audits. Support the implementation of all audits recommendations and updates >CO action and response to auditors in relevant systems.

Support the establishment and maintaining of strategic partnerships, support resource mobilization and ensure effective reporting of country programme and regional projects, support communication activities in the regional Hub

• Support development and implementation of the country office regional programme resource mobilization strategy. 
• Support creation, deepening and coordination of partnerships with the UN agencies, intra/governmental institutions, bi-lateral and multi-lateral donors, private sector, civil society etc.
• Ensure timely clearance and effective implementation of all contribution agreements related to the country programme and regional projects.
• Initiate, assure compliance and finalize all co-financing/contribution agreements, in close consultation with the country project managers and the DRR/P, the regional projects managers and Regional Programme Coordinator.
• Ensure high quality of the proposals submitted to the donors, validating relevancy and accuracy of programme implementation modalities and budgeting, as per UNDP programming guidance on budgeting, costing and cost recovery policies. 
• Guide project teams and clear prepared financial reports and provide quality assurance for the content and presentation of the substantive reports.
• Ensure timely coordination, finalization, and submission of high-quality donor reports (financial and narrative) in full accordance with UNDP’s contractual obligations 
• Maintain the sound filing system, develop donor reporting database and alert programme teams on pending milestones and due reporting obligations.
• Follow up on outstanding contributions with the partners.
• Track expiration of agreements and facilitate timely extension of agreements if required.
• Coordinate communication activities in the hub to ensure targeted and effective communication on results.
• Ensure effective coherence between the resource’s mobilization and communication activities.

Competencies
Core Competencies - UNDP Core Competencies can be found here.

• Achieve Results - LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact  
• Think Innovatively - LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems  
• Learn Continuously - LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences 
• Adapt with Agility - LEVEL 3: Proactively initiate and champion change, manage multiple competing demands  
• Act with Determination - LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results 
• Engage and Partner - LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration 
• Enable Diversity and Inclusion - LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity 

People Management Competencies - UNDP People Management Competencies can be found here.

Cross-Functional and Technical Competencies

Business Development - 

• Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management - 

• Results-based Management: Ability to manage programmes and projects with a focus at improved performance
• Resource Management: Ability to allocate and use resources in a strategic or tactical was in line with principles of accountability and integrity
• Partnerships Management: Ability\ to build and maintain partnerships Zith Zide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies

Programme and Policy -

• Effectiveness: Performance analysis on programming; Programming (PPM) policies and procedures

Required Skills and Experience 

Education:

• Master’s Degree or equivalent in Business Administration, Public Administration, Economics, Development Studies, Political Sciences, Social Sciences, or related field.Experience:

Experience:

• Minimum 7 years (Master’s Degree) or 9 years (Bachelor’s Degree) of progressive and relevant experience at the national or international level in providing management advisory services
• Hands-on experience in design, monitoring and evaluation, measuring performances of development projects 
• Experience in budgetary and financial management of programmes, projects, or funds 
• Strong knowledge and experience of implementing UNDP corporate compliance and programme implementation modalities, policies, tools, and methods, as well as risk management processes, audit and internal control frameworks
• Knowledge and experience in the Africa region, and within a UN agency or international organization, are an asset
• [IF INTERNAL] Experience of working with and in relation to UNDP Country Offices programmes, especially in all, and in conflict/post-conflict, settings is an advantage
• Experience in managing and supporting global or regional initiatives and supporting multi-stakeholder institutions and inter-relationships among international organization/ development partners/governments.
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems and QUANTUM

Language:

• Fluency in French and in English is required. Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer 

Important information for US Permanent Residents ('Green Card' holders)  

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.  

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. 

Applicant information about UNDP rosters 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. 

Non-discrimination 

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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