Programme Specialist (Head of Programme Oversight and Quality Assurance Unit)

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UNDP


Job Details
Employer: UNDP
Job Title: Programme Specialist (Head of Programme Oversight and Quality Assurance Unit)
Job Type: Full-Time
Location: Somalia
Category: Other
Description:

## II. Organizational Context

UNDP Somalia has recently launched a new Country Programme for Somalia, aligned to the Somalia Federal Government’s National Development Plan (NDP). In rolling out the new Country Programme, the Country Office has re-aligned the structure of both its programme and its programme team to better support key pillars of the NDP, including through a new portfolio structure addressing: (1) Inclusive Politics; (2) Rule of Law; (3) Effective Institutions; (4) Economic Recovery and Employment; (5) Resilience and Climate Change; and (6) Gender Equality. This realignment is intended to support the Somalia Government at Federal and State levels to progress its peace-building and state-building trajectory, in such a way as to propel progress towards the SDGs.

Each Portfolio brings together multiple programmes and projects that contribute to the achievement of broader outcomes, while ensuring coherence towards overall CPD results. The Portfolios are led by Managers who report directly to the Senior Programe Coordinator. Similarly, the UNDP Country Programme is delivered through Area Offices in Puntland and Somaliland, as well as regional hubs in the capitals of new Somali Federal Member States.

To provide technical and advisory support to the aforementioned Portfolios in the formulation, implementation and monitoring of their programmes and projects, a Programme Oversight and Quality Assurance (POQA) Unit has been established in the Country Office, which is lead by a Programme Specialist (Head of Unit) who also reports directly to the Senior Programme Coordinator.

The POQA unit focuses on three main and inter-realted areas of work: (1) providing internal oversight and quality assurance function to the delivery of CO programmes and projects, (2) assuring that UNDP staff are well trained in on all relevant UNDP programme and project policies and procedures, and applying them in a coherent and consistent manner, and (3) supporting the national partners in developing and strengthening the capacity for the management of the cooperation with UNDP (and other UN partners), seeking increasing alignment with the National Systems.

Under the direct supervision of the Senior Programme Coordinator, the Programme Specialist (Head of POQA Unit) will manage the POQA roles and responsibilies to ensure efficiency, effectiveness and timely delivery of quality programmes, projects and other initiatives. (S)he will supervise a team of approximately ten (10) national and international staff and ensure programme’s and projects’ compliance with corporate rules and regulations.

## III. Functions / Key Results Expected

**Summary of Key Functions:**

  • Performs POQA management, leadership and supervisory functions;
  • Supports Portfolios in the formulation of programme and project documents through technical guidance and quality assurance;
  • Carries out internal control and oversight functions;
  • Supports Multi Partners Trust Fund (MPTF) operationalization and provide guidance on Joint Programmes;
  • Leads the development and implementation of a M&E and results-based management frameworks, and coordinates evaluation and audit processes;
  • Ensures a coherent, consistent and high-quality training capacity development approach for both the UNDP Portoflio teams and Implementing Partner Teams.

More specifically she / he will be responsible for:

  1. Performs POQA management, leadership and supervisory functions:
  • Manages the overall POQA roles and responsibilities in an effective and efficient manner, working closely with other relevant UNDP Portfolio teams, Units, and UNDP Senior Management, as well as other partners as required;
  • Leads the formulation of the POQA AWP, is accountable for its implementation and ensures appropriate prioritization of resources at all times;
  • Formulates Terms of References for all POQA team members and leads Unit recruitments’ processes, as necessary;
  • Ensures appropriate supervision, reporting and performance management mechanisms for all staff recruited under POQA;
  • Ensures establishment of an enabling training/working environment of all POQA team members.
  1. Supports Portfolios in the formulation of programme and project documents through technical guidance and quality assurance:
  • Ensure projects are formulated according to POPP, UNDG Guidelines for Joint Programmes and other locally approved guidelines/SOP, including the Operations Manual of the Somalia Development and Reconstruction Facility (SDRF);
  • Support the Portfolio teams with project initiation processes and presentation of the project to Local Project Appraisal Committee (LPAC);
  • Supports formulation of all donor agreements in line with existing corporate templates and procedures, securing necessary clearances, before these are submitted to Senior Management and/or MPTF;
  • Reviews and clears projects’ Annual Work Plans (AWPs) and AWP amendments;
  • Reviews and clears Letters of Agreement (LOAs) and Responsible Party Agreements (RPAs) before these are submitted to LPAC;
  • Ensures harmonization and consistency of UNDP programme and project instruments (project document formats, LOAs, RPAs, MCGs, etc.);
  • Ensure programme tools (LOAs, RPAs, etc.) are consistent with requirements under the Harmonized Approach to Cash Transfers (HACT) framework, notably on use of cash transfer modalities in line with assessed Implementing Partner assessed risk levels.
  • Ensure application of all necessary quality assurance processes and practices fpr project management through the review of relevant project and programme documents, draft annual and quarterly workplans, and reporting of progress of programme activities;
  • Coordinates undertaking of HACT Micro-Capacity Assessments of Implementing Partners.
  • Support the programme team with compliance to all necessary operational procedures and policies under the UNDP POPP and HACT frameworks.
  1. Carries out internal control and oversight functions:
  • Advises portfolio and projects teams on financial regulations and rules, including ATLAS budgeting and ensure consistency across portfolios;
  • Works closely with the UNDP Operations team to identify solutions for operational and financial problems;
  • Ensures Annual Work Plans (AWPs) are in accordance with project budgets prior to committing Country Office resources;
  • Reviews General Ledger Journal Entries (GLJEs) for correction, reversal and adjustment entries of expenditures between projects, donors and/or funds;
  • Supports portfolios/project audit exercises and follows up on audit comments and recommendations;
  • Supports portfolios on project operational and financial closures;
  • Reviews and verifies projects financial reports for timely submission to donors and partners;
  • Review and approve Funding Authorization and Certification of Expenditure (FACE) forms and payment vouchers on direct payments, reimbursement and cash advances;
  • Approves ATLAS accounts payable payment vouchers up to USD 30,000 as Approving Manager Level 2 in the control framework, as well as review and submit payments requests above USD 30,000 to Senior Management;
  • Coordinates formulation and delivering of training curricula for projects staff on financial issues and reporting, including FACE forms.
  • Any other tasks and responsibilities as requested by the Senior Programme Coordinator.
  1. Supports Multi Partners Trust Fund (MPTF) operationalization and provide guidance on Joint Programmes:
  • Guides portfolio managers and project managers on initiating Joint Programmes including providing and ensuring correct use of available templates;
  • Advises programmes and projects on MPTF procedures, including the MPTF and SDRF Operations Manual;
  • Reviews Fund Transfer Requests (FTRs) prior to submission to the MPTF Fund Administrator;
  • Liaises with MPTF Fund Administrator on issues related to programmable resources for UNDP;
  • Ensures that donors contributions are properly transferred to UNDP in a timely manner;
  • Ensures relevant joint programming considerations including fund management are adhered to.
  1. Leads the development and implementation of a M&E and results-based management frameworks, and coordinates evaluation and audit processes:
  • Leads the development of internal Monitoring and Evaluation tools and ensures their regular implementation, to measure impact of UNDP programmes and projects and to advise Portfolio and Project Managers on corrective actions;
  • Coordinates formulation of trainings to enhance capacity of project staff in the areas of results-based managament, monitoring and quality reporting;
  • Coordinates spot checks and programme monitoring;
  • Guide POQA team in formulating evaluation plans, and commissioning projects’ mid-term and end evaluations;
  • Leads implementation of Third Party Monitoring (TPM) arrangements;
  • Leads the Country Office in preparation of the Results-Oriented Annual Report (ROAR);
  • Reviews and clears Programmes’ and projects’ quarterly and annual reports before submission to Senior Management and/or MPTF;
  • Coordinates annual project and implementing partner audits, and coordinates and monitors follows up on audit recommendations.
  1. Ensures a coherent, consistent and high-quality training capacity development approach for both the UNDP Portoflio teams and Implementing Partner Teams:
  • Leads the development of training and capcity development strategies and approaches and ensure implementation at UNDP and Implementing Partner level;
  • Regularly reviews the impact of the training and other capacity development efforts on quality in programming, project implementation, procedural compliance as well as satisfaction of Implementing Partners of the cooperation with UNDP;
  • Promotes a consistent one-UN approach in building capacity of Implementing Partners in line with the HACT framework.
  • Ensures that gradual and increasing alignement is realised with the National Systems in UNDP cooperation management arrangements.

## IV. Impact of Results

The key results have an impact on the successful, accountable, transparent and at-quality delivery of the UNDP programme, particularly with regards to harmonization and consistency of UNDP programme management instruments. In particular, the key results have an impact on the design and delivery of programmes and projects, on the quality of programe results, and the deepening of strategic partnerships.

## V. Competencies and Critical Success Factors

**Functional Competencies:**

Advocacy/Advancing A Policy-Oriented Agenda

**Level 1.2: Preparing information for advocacy**

  • Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate
  • Results-Based Programme Development and Management

Level 1.2: Contributes into results through primary research and analysis**

  • Assesses project performance to identify success factors and incorporates best practices into project work
  • Contributes to gender analysis of all project interventions
  • Researches linkages across programme activities to identify critical points of integration
  • Monitors specific stages of projects/programme implementation
  • Analyzes country situation to identify opportunities for project development
  • Participates in the formulation of project proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly
  • Building Strategic Partnerships

Level 1.2: Maintaining a network of contacts**

  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
  • Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
  • Innovation and Marketing New Approaches

Level 1.2: Enhancing processes or products**

  • Generates new ideas and proposes new, more effective ways of doing things, including how to promote gender equality effectively within the project portfolio.
  • Documents and analyses innovative strategies/best practices/new approaches
  • ## Resource Mobilization (Field Duty Stations)

Level 1.2: Support Portfolio and Project Managers in their resource mobilization strategies**

  • Analyzes information/databases on potential and actual donors
  • Develops a database of project profiles. Identifies opportunities for project proposals for presentation to donors
  • Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis**

  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things , including how to promote gender equality effectively within the project portfolio.Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline**

  • 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
  • Global Leadership and Advocacy for UNDP’s Goals

Level 1.2: Preparing information for global advocacy**

  • Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences
  • Identifies and takes advantage of opportunities for advocating for UNDP’s mandate
  • Client Orientation

Level 1.2: Establishing effective client relationships**

  • Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Anticipates client needs and addresses them promptly
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others.
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Advocates and promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism

VI. Recruitment Qualifications

Education:

Master’s Degree or equivalent in Economics, Political Sciences, Social Sciences, Development Studies, or related field.

Experience:

  • 7 years of relevant experience with Master degree or first level university degree with relevant experience at the national or international level in providing management advisory services, hands-on experience in programme design, monitoring and evaluation of development projects.
  • Proven qualities in leadership, staff management and team-building.
  • Proven experience to work in a multi-cultural/multinational/multi-stakeholder setting is essential.
  • Proven programming and project management experience at a middle-management to senior level with UNDP or UN Agencies would be an advantage.
  • Experience in hardship, post-conflict and/or fragile states environments would be an advantage.
  • Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English is required.

HOW TO APPLY:

Applications to be submitted online at: https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=16534&hr...

Publish date: 2018-05-24 17:35:50
Premium Job: No
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