UNDP Jobs - 58418- Deputy Project Manager (Operations) (Fiji National

Deputy Project Manager (Operations) (Fiji Nationals Only)

Location :

Suva, FIJI

Type of Contract :

FTA Local

Starting Date :

01-Sep-2015

Application Deadline :

31-Jul-15 (Midnight New York, USA)

Post Level :

NO-C

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

The Pacific Financial Inclusion Programme (PFIP) is a joint programme of the United Nations Capital Development Fund (UNCDF) and United Nations Development Programme (UNDP). PFIP receives funding support from the Australian Government’s Department of Foreign Affairs and Trade (DFAT), the European Union (EU), and the New Zealand Government’s Ministry of Foreign Affairs and Trade. The purpose of the PFIP is to increase access to sustainable, appropriate and affordable financial services by low income and rural people in the Pacific Island Countries (PICs). PFIP does this by providing technical advice and assistance to public and private stakeholders and by making performance-based grants to financial service providers. The primary countries of focus of the PFIP are Fiji, Papua New Guinea (PNG), Samoa, Solomon Islands (SOI), Tonga and Vanuatu. PFIP also provides technical support to a similar, multi-donor, joint UNDP/UNCDF programme in Timor-Leste. PFIP is managed by the Pacific Financial Inclusion Adviser (PFIA) and is based in the UNDP Pacific Centre in Suva, Fiji. PFIP reports to an Investment Committee consisting of its donors and the Pacific Islands Forum Secretariat.

The first phase of PFIP ended in June 2014. As a result of strong partnerships across the region with central banks, governments, donors and the private sector (e.g. banks, mobile network operators, etc.) PFIP was able to achieve its goal of reaching 500,000 people with affordable, appropriate and sustainable financial services. PFIP has embarked on its second phase from July 2014 to 2019 where it will aim to deepen financial access to an additional 500,000 previously unbanked, low-income people in the region.

To ensure the smooth operations of PFIP and enable the technical team to fulfill achieve the programmatic goals, the programmes require a Deputy Programme Manager (Operations) to oversee operations.

Under the direct supervision of the Pacific Financial Inclusion Advisor Regional the Deputy Project Manager Operations (DPMO) is responsible for effective delivery of all non-technical aspects of the Pacific Financial Inclusion Programme (PFIP) and the effective and transparent utilization of financial resources. The DPMO plays a critical role in facilitating the joint implementation of PFIP by UNDP and UNCDF, managing the various stages of the project cycle, and securing the efficient and cost--effective support from UNDP and UNCDF operations units to meet its goals. The DPMO promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The DPMO leads all finance, administrative, and non-technical monitoring and reporting for the Pacific programmes and develops the procedures and systems to ensure the timely operational support from UNDP and UNCDF. The DPMO directly supervises the PFIP Programme Assistant The DPMO is responsible for training all staff, including orienting new staff, in UNDP and UNCDF operational policies and procedures and working with them to ensure that they can perform the relevant management and administrative roles as necessary. The DPMO is also the primary liaison with the Joint Operations Centre (JOC) in the Pacific and the finance and administrative units in UNDP Samoa, Solomon Islands and PNG, as well as the UNCDF operations in New York all of which play a role in the operations of the Pacific programmes. An important role is to foster the strong relations between the programmes and UNDP and sucessfully resolving complex programme and operations-related issues.

The DPMO receives guidance from the Management Services Unit and Programme Support Unit of UNCDF, HQ on overall portfolio management including disbursement of resources, financial and performance management and programme coherence at the regional level; from the Operations Division on corporate operational issues; and from the Business Development Unit regarding tools and templates for partnership agreements.

Duties and Responsibilities

Ensures effective management of all stages of the project cycle and annual work planning for the programmes/All UN requirements are fulfilled in regard to project management and annual work plans are completed and executed efficiently:

Oversee all aspects of the project cycle (initiation, programme delivery, close-out) in accordance with the relevant project documents and, as appropriate, PRINCE2, advise teams on necessary steps to remain compliant with UNDP and UNCDF project requirements;
With technical input from the PFIA provide input to UNDAF, CPAP and other corporate planning documents and ensure that planned results of the UNCDF activities are taken into account in the processes of monitoring and evaluating at the country and regional levels of UNDP;
Effective utilization of ATLAS is all stages of the project cycle and training, support and advice to regional programme on the appropriate use of ATLAS, and of UNDP and UNCDF business processes, rules and procedures;
Participate in annual work planning process, ensure that annual work plans are shared with UNDP country offices and that they are correctly and completely entered in ATLAS;
Manage any revisions to the project document as needed with technical input from the technical team;
Analysis of requirements and synthesis of proposals on proper mechanisms to eliminate deficiencies in budget management
Oversea coordination of midterm and final evaluations by UNDP, UNCDF and other funding partners and work with teams to secure technical input.

Ensures effective programme finance management and monitoring of management and development project budgets/ Pacific programmes have efficient, transparent and timely financial management that is regularly monitored, controlled to support programme goals:

Ensure full compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
Plan, guide and control the use of programme financial resources;
Prepare and manage programme budgets, inputting budgets into ATLAS, complete timely budget revisions;
Monitor core and non-core funds of the projects, by; monitoring financial delivery; producing financial reports for team, investment committee; recommending budget revisions;
Identifying and investigating operational and financial problems and development and implementation of solutions to address them;
Conduct monthly analysis and monitoring of budget expenditures
Identification of financial problems, proposal of solutions;
Fulfill manager level 1 in Atlas for all UNDP TRAC and cost sharing funds
Control of Accounts Receivables for programmes and fund transfer from MPTFO;
Participation in the projects’ audit, control on the follow up, ensure implementation of all audit findings;
Produce quarterly combined delivery reports for teams and investment committees and oversee the delivery reports and closing of project transactions at year end;
Manage funds under cost-sharing agreements and through the Multi-Partner Trust Fund Office, requesting disbursements and ensuring that disbursements are quickly identified, correctly inputed, and assigned to programmes.
Respond to all request and questions related to programme delivery;
Oversee financial closure of cost sharing agreements and the programmes.
Ensure the correct flow and storage of legal documents and binding agreements;
Assist Programme Assistant and Admin/Finance officers in quickly resolving payment issues.

Ensures the smooth and efficient procurement and oversight of consultants and hiring of staff/Pacific programmes have the required human resource to fulfill project goals and maintains a reputation for being a smoothly functioning team:

Provide strategic and operational leadership to team on all procurement and hiring matters including managing: recruitment of project staff with technical inputs from the team, manage procurement of goods and services, ensuring timely implementation of procurement and recruitment by the relevant UNDP and UNCDF operations units;
Oversight and management of operational performance of the UNDP JOC, the operations units of UNDP Samoa, Solomon islands and PNG, as well as the finance and administrative units of UNCDF in New York;
Develop procurement and travel plans, as required, for UNDP/UNCDF budgeting purposes;
Upon receipt of terms of reference, determine appropriate procurement process;
Assist technical team in conducting shortlisting and final selection of consultants in accordance with UNDP procedures;
Work with appropriate operations unit (JOC, UNDP, UNCDF) and body (CAP, RACP) to process contracts, follow up on all request for additional information;
Ensure timely payments to consultants based on terms of agreement;
Ensure that correct performance reviews of consultants are completed.
Liaise with appropriate human resource body (“HR” which may include UNDP JOC and UNCDF HQ) body and technical team to advertise positions, shortlist applicants, and arrange interview panels;
With HR, assist in arranging interview panels and help identify appropriate panelists;
With HR, ensure timely completion on interview reports and necessary documents to select final candidate;
With HR ensure rapid completion of hiring procedures (reference checks, medical, etc.);
With Programme Associate, develop and lead orientation of consultants and staff members;
Advise team on procurement of goods and services, facilitate rapid completion of procurement approval and completion;
Manage purchase and disposal of assets;
Manage work of PFIP Programme Assistant Train team in procurement and human resource issues.

Support to for the management of partnerships of the multi-donor programmes in accordance with the UN Joint Programmes Framework as well as resource mobilization/Transparent, effective and efficient management of all cost sharing funds and timely reporting as required under agreements:

Assist in managing effective partnership with funding partners including the UNDP, UNCDF, Australian Government, New Zealand Government, and the European Union;
Manage the execution and oversight of all MOUs, Standard Administrative Arrangement, Cost Sharing agreement in compliance with UN policies and the Multi-Partner Trust Fund Office (MPTFO), as necessary, working with the relevant UNDP and UNCDF partnerships unit;
Monitoring of cost-sharing contributions and ensure the rapid processing of funds transfer and coordination between UN implementing agencies on fund distribution;
Develop and maintain on-time, high quality donor technical and financial reporting programme, with technical inputs from the team in keeping with all agreements;
With technical input from the PFIA, report on project achievements, delivery and other areas of accountability to UNDP Pacific Centre as well as UNCDF’s Inclusive Finance Practice Area;
Complete financial reporting and compliance with reporting requirements for UNDP, MPTFO, as well as the the requirements of other donors under cost sharing agreements; ;
Provide effective and day-to-day management of operational and programmatic partnerships with UNDP and other participating UN organizations;
Manage fulfillment of requests for information on as requested by UNCDF, UNDP, MPTFO, donors and development partners with technical input from the PFIA.

Management of partner reporting and compliance with programme and UNCDF corporate reporting requirements/Reporting requirements under agreements are fulfilled on time by partners and the necessary reports provided to UNCDF:

Develop reporting schedule and monitoring regime for programme partners based on performance-based agreements;
With technical review from PFIA, ensure on-time provision of quarterly financial reports and annual audited statements to UNCDF HQ;
Develop quarterly financial results/projections report for the investment committee;
Complete MPTF semi-annual reports with technical input from team.

Provide leadership on operational management of Pacific Programmes and facilitate capacity building of staff on all operational matters/Strong oversight and guidance provided to administrative team and team enable to perform operational roles:

Manage PFIP programme assistant;
Organize/conduct/facilitate training for the team on UNDP/UNCDF policies and procedures related to project management, procurement, human resources;
Train staff on the correct use of ATLAS, assist in ATLAS trouble shooting;
Provide guidance to UNDP and UNCDF operations staff on the timely and efficient practices in procurement and finance;
Synthesis of lessons learned and best practices in programme and programme finance;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core Compoetencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Strong knowledge of UNDP procurement in accordance with UNDP policies and procedures;
Ability to manage complicated budgets;
Ability to identify and resolve complex problems related to finance and administration;
Ability to build strong relationships with operational staff across units and organizations;
Builds strong relationships with internal and external clients, focuses on impact and result for the client and responds positively to feedback;
Demonstrates initiative to develop processes and systems to improve performance;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates good oral and written communication skills;
Demonstrates openness to change and ability to manage complexities;
Ability to lead annual work planning process, oversee all necessary components in accordance with corporate requirements;
Ability to lead formulation, implementation, monitoring and evaluation of development programmes and projects, mobilize resources;
Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery;
Ability to implement new systems and affect staff behavioral/ attitudinal change;
Strong IT skills, Atlas;
Excellent knowledge of financial rules and regulations, accounting;
Excellent knowledge of Results Management Guide and Toolkit;
Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
UNDP Accounting and Finance Training and Certification.

Required Skills and Experience

Education:

Master’s degree or equivalent in Accounting and Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences and related field;
Prince2 training and certification.

Experience:

5 years of relevant experience at the national and international level in providing management advisory services and/or managing staff and operational systems. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
Experience in the management and implementation of UNDP or UNCDF programmes;
Experience in managing budgets and financial operations in the UN system;
Experience providing financial reports to donor agencies, including UNDP or UNCDF;
Experience to manage administrative staff, develop performance plans and provide performance reviews;
Experience in conducting financial analysis of programmes;

Language:

Fluency in English.