Programme Management Analyst at UNDP

Position Purpose

• Programme Resources Planning and Management.
• Coordination of corporate planning and reporting requirements inclusive of the: Resources Planning Framework (RPF), Integrated Work Planning (IWP), Atlas, Financial Analytics tools Executive Snapshot and other corporate reports as required
• Ensuring quality assurance and oversight in programme delivery and results including follow up on Programme Quality Assurance (Quality Assurance and Standards), Transparency Dashboard, Financial Data Quality,
• Supporting implementation of the Partnerships & Resource mobilization strategy
• Administrative support to the Programme Units
• Facilitation of knowledge building and knowledge sharing

Duties and Responsibilities

Programme Resources Planning and Management:

• Overall management of programme funds including proper planning, expenditure tracking and forecasting, accurate accounting for all resources including corporate reporting on budgets and delivery, and audit of financial resources.
• Monitoring cost recovery from projects and ensuring that the Cost Recovery Policy (Direct Project Costing and GMS) is fully applied to Programme resources
• Focal Point for Award/Project Management in Atlas and coordination and resolving all project finance related issues including exception reports and coordination of general ledger entries in consultation with CO Finance

Coordination of Corporate Planning and Reporting requirements inclusive of but not limited to Resources Planning Framework (RPF), Integrated Work Planning (IWP), Atlas, Executive Snapshot, Financial Analytics tools, Audits for the CO Management and NIM Projects, and other corporate reports as required:

• Ensuring effective application of Programme Management tools within the office, and coordinate training for relevant CO staff
• Analysis and Coordination of the Executive Snapshot reporting and following up progress on management targets with relevant staff.
• Coordination of all audit requirements (Management and NIM projects) with implementing partners, CO and Headquarters staff, analysis of responses to audit findings, follow up progress of action plans and their implementation, updating audit results on the CARDS website, and consultation with the audit office on reporting requirements.
• Coordination and consultation with headquarters and CO staff on the Integrated Workplan, analysis of results, follow up of progress and ensuring compliance with corporate requirements on reporting.
• Coordinate CO responses to all corporate surveys and other reporting requirements on programmes.

Advices the country office and supports programme managers in ensuring Quality Assurance and oversight in Programme Delivery and Results:

• Serves as the CO focal person for HACT and coordinates HACT related activities
• Supports full compliance of programmes with UNDP Corporate Rules and Regulations.
• Monitoring programme resources, results and delivery and providing regular analysis of resources utilization in consultation with programme staff
• Making suggestions on strategic allocation of resources based on analysis and review of results and resources.
• Support quality programming and delivery of results including follow up on Programme Quality Assurance (Quality Assurance and Standards); Transparency Dashboard, Financial Data Quality, Integrated Financial Dashboard.
• Coordination of local programme/project appraisal processes

Supports the implementation of the Partnership and Resource Mobilization Strategy:

• Coordinate the analysis and review of information on donors funding
• Coordinate tracking and reporting of mobilized resources and review contributions agreements for compliance and managing contributions on Atlas.
• Closely work with Finance on revenue management including creation of the DMS case, follow up with GSSU to ensure funds are applied
• Coordinate and follow up reporting requirements to donors and all related clients in close collaboration with CO and headquarters staff.

Provides administrative support to the Programme Units focusing on achievement of the following results

• Creation of projects in Atlas, preparation of required budget revisions, revision of project awards and project status, determination of unutilized funds, operational and financial close of a project.
• Review of projects Financial Reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved voucher.
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
• Making budget check for requisitions, POs and vouchers. Preparation of vouchers and requisitions for development projects.
• Support to project asset management including acquisition, verification and disposal of projects’ physical assets in accordance with policies and procedures.
• Provide oversight over disposal of items and accuracy of inventory data.

Competencies

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

• Business Management - Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Business Management - Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
• Business Management - Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
• 2030 Agenda: Engagement & Effectiveness - Effectiveness: Quality assurance of corporate data
• Business Management - Resource mobilization: Ability to identify funding sources, match funding needs (programmes/projects/initiatives) with funding opportunities and establish a plan to meet funding requirements.

Required Skills and Experience

Education:

•  Master’s Degree or equivalent in Economics, Finance, Business Administration, International Relations, Political Sciences or related field Or
•  A bachelor’s degree in combination with two additional years of qualifying experience will be given due consideration.

Experience:

• Minimum 1 year of work experience (with Masters) is desirable or 3 years (with Bachelor’s degree) of relevant experience at national or international level.
• Experience in providing programme management support and/or advisory services and establishing inter-relationships among international organizations and national Governments.
• Experience in design, monitoring, management, resource planning and evaluation of development projects.
• Experience in the use of computers and office software packages, and experience in handling web-based management systems

Language:

• Proficiency in English