Application Deadline: 14 Oct 2016
Programme & Operation Specialist POSITION DESCRIPTION:
Programme & Operations Management Specialist (POMS) for Zanzibar
post has been created to support and manage UNDP programme and
operational functions, including management of common services, as well
as represent the Country Director in Zanzibar. Under the guidance and
direct supervision of the Country Director, the Programme &
Operations Management Specialist for Zanzibar is responsible for
overseeing the management function of the UNDP projects in Zanzibar as
articulated in the Country Programme Document. The Specialist will
support the CO with the design and formulation of projects and ensure
high quality project management aspects of Zanzibar-based projects
including overseeing the utilization of programme resources,
implementation of audit recommendations, conduct of annual planning and
reporting for all Zanzibar projects and timely submission of quarterly
progress reports by Zanzibar implementing partners. The POMS provides
support to programme and project evaluations (appraisal, mid-term and
final reviews and outcome evaluations), internal and external
communication, resource mobilization and results reporting. Promoting
the DAO approach, she/he will also strive for coherence, relevant,
effective and efficient collaboration with other UN agencies supporting
Zanzibar. The POMS will l oversee all operational matters of UNDP
Zanzibar sub-office, which includes the management of Common Services.
The POMS will also acts as a manager of and advisor to Senior
Management on all aspects of UNDP Zanzibar project implementation. The
POMS leads the UNDP Zanzibar team in strategic planning and identifies
new programme areas while ensuring consistency with UNDAP/ CPD
priorities and creative responses to emerging challenges and
opportunities.
Duties and Responsibilities
1. As a member of the CO management team, ensures the strategic
direction of UNDP programme in Zanzibar focusing on achievement of the
following results:
Thorough analysis of the political, social and economic situation in
the country and collaborative preparation/revision of CCA, UNDAF/UNDAP,
CPD, CPAP, AWP and other documents;
Identification of strategic programmes/areas of cooperation for UNDP support in Zanzibar;
Operationalization of UNDAP/ CPD in collaboration with the main
partners and other UN Agencies (including identification of areas of
collaboration, possibilities for joint programmes. etc.);
Contribute to the formulation of UNDP policies and ensure their implementation among UNDP staff and projects in Zanzibar;
Contribute to CO business processes mapping and establishment of
Internal Standard Operating Procedures in Results Management, control of
the workflows in the UNDP personnel in Zanzibar, and to the CO
Integrated Work Plan (IWP);
2. Ensures effective management of the UNDP programme and supervision
of the Project and Operations teams focusing on quality control of the
full cycle of programming from formulation to implementation until
M&E and reporting achieving the following results:
Is responsible, in close collaboration with relevant Programme units at
the country office level, for the implementation of the CO strategic
direction and oversight and quality control of the programme;
Effective application of RBM tools, establishment of management targets
(BSC), identification of risks and risk management measures, and
monitoring achievement of results;
Design and formulation of CO programme within the area of responsibility, translating UNDP priorities into local interventions;
Coordination of programme implementation with the executing agencies;
Strategic oversight of planning, budgeting, implementing and monitoring
of the programme, tracking use of financial resources in accordance
with UNDP rules and regulations. ARR(P) performs the function of Manager
Level 2 in Atlas for development projects transactions approval;
Effective monitoring, measuring the impact of the CO programme and
evaluation. Constant monitoring and analysis of the programme
environment, timely readjustment of programme;
Ensures timely and consistent implementation of audit recommendations
in close collaboration with DCD/O. All exceptions are timely reported.
Aggregate reports are regularly prepared on activities, outputs and outcomes. Preparation of donor reports;
Ensures timely and regular reporting to SM in Dar Es Salaam on the Zanzibar activities;
Organization of cost-recovery system for the services provided by the
CO to projects in close collaboration with Operations Manager;
Supervise UNDP Project and Operations teams to ensure that Performance
Management and Development Plans are prepared and reviewed and that UNDP
staff behave in an ethical manner;
Contribute to inter-agency UN programming processes in Zanzibar (UNDAP
reviews, Thematic Results Group discussions, etc.) in accordance with
the DAO approach.
3. Establishes and maintains strategic partnerships and supports the
resource mobilization in cooperation with the Management Support and
Business Development Team focusing on achievement of the following
results:
Implementation of the CO partnerships and resources mobilization strategies to achieve programme outcomes;
Creation and coordination of partnerships with the UN Agencies, IFI’s,
government institutions, bi-lateral and multi-lateral donors, private
sector, civil society etc;
Determination of programmatic areas of cooperation, based on strategic goals of UNDP, country needs and donors’ priorities;
Analysis and research of information on donors, preparation of
substantive briefs on possible areas of cooperation, identification of
opportunities for cost-sharing.
4. Ensures provision of top quality advisory services and facilitation
of knowledge building and management focusing on achievement of the
following results:
Identification of sources of information related to policy-driven
issues. Identification and synthesis of best practices and lessons
learned directly linked to programme country policy goals;
Coordination of development of policies and institutions that will
address Zanzibar’s development problems and needs in collaboration with
the Government and other strategic partners;
Establishment of advocacy networks at national level and linked to
international networks. Relevant, high-impact advocacy campaigns are
implemented with key partners;
Sound contributions to knowledge networks and communities of practice;
Identificaton and Organization of appropriate trainings for the operations/ project staff.
5. Management of common services in the UN sub-office in close
collaboration with the DCD/O focusing on achievement of the following:
Preparation of a reasonable annual Common Services budget for the UN
sub-office, in consultation with the participating UN agencies and
assists in the preparation of mid-year and annual CS expenditure
reports;
Management the CS budget by ensuring that all expenditures are in accordance with the approved CS budget;
Management of CS staff (IT Associate and Coordination driver) to ensure
that Performance Management and Development Plans are prepared and
reviewed and that UNDP staff behave in an ethical manner;
Provides policy support on the development and management of common
services arrangements to/by participating organizations / agencies at
the sub office level;
Ensures the effective and timely provision of Common services including
financial, human resources, procurement and logistics, to the UN
sub-office;
Ensures that the implementation of common services and joint
arrangements benefit UNDP in its objective to provide efficient and
economical support services to the implementation of the country
programme;
Ensure quality control and full compliance of operations management
with UN/UNDP operations rules, regulations, policies and procedures,
implementation of corporate operational strategies;
Establishment of collaborate arrangements with partners and appropriate operational partnership arrangements;
Supports the Country Director in ensuring UNDP MOSS compliance and the
efficient implementation of the day to day UNDP and Common Services
Staff safety and security matters in the Sub Office;
Supports the Country Director and Deputy Country Director in the
efficient implementation in UNDP of security measures agreed in the
Security Management Team and for compliance with security policy.
Competencies
Promoting ethics and integrity, creating organizational precedents
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization
Leveraging conflict in the interests of UNDP & setting standards
Sharing knowledge across the organization and building a culture of
knowledge sharing and learning. Promoting learning and knowledge
management/sharing is the responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public
Administration, Economics, Political Sciences, Social Sciences or
related field.
5 years of relevant experience at the national or international level
in providing management advisory services, hands-on experience in
design, monitoring and evaluation of development projects and
establishing inter-relationships among international organization and
national governments.
Experience in the usage of computers and office software packages, experience in handling of web based management systems.
Fluency in English and Kiswahi
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