Historique

To ensure effective management support services, as well as quality assurance and control of programme and operations activities and deliverables, the UNDP Country Office in Sri Lanka is seeking the management and advisory services of a Programme Management Analyst
The overall function and responsibility of the Programme Management Analyst will be to guide and direct Programme teams to ensure programme quality control and oversight with a view towards enhancing and streamlining programme administration and management, ensuring effective and transparent utilization of financial resources and integrity of financial services as well results-based management.

The Programme Management Analyst will use his/her comprehensive knowledge of UNDP policies and procedures to guide and advice programme and operations staff in daily activities as well as strategic planning exercises. He/she will be proactive in identifying problems and corrective measures and in providing trouble shooting services to Programme and Operations colleagues.  

The Programme Management Analyst will work under the direction of, and report to, the Deputy Country Director. He/she will be supervises Programme Finance Associate in the area of programme finance management and Monitoring and Evacuation/Reporting Analyst  in the area of Monitoring, Evaluation and Reporting .

Devoirs et responsabilités

Summary of key functions:

• Advices CO Management on Result Based Management (RBM), strategic planning, monitoring and evaluation;
• Management of partnerships, resources mobilization and reporting;
• Coordination and management of issues cutting across programmes, operations, and UN inter-agency matters;
• Supervises programme resource management , quality control and implementation of Internal Controls;
• Facilitation of knowledge building and knowledge sharing.

Advises CO management on RBM, strategic planning, monitoring and evaluation focusing on achievement of the following results:

• Strategic Planning - Advises CO management on strategic resource management, planning and implements CO Programme strategies;
• Review and provide advice for fine-tuning country programming planning tools, including Country Programme Action Plan (CPAP) and Annual Work Plans (AWPs);
• Provide guidance in the development of new project documents including, problem and risk analysis as well as the preparation of Results and Resource Framework, M&E Plan, ensuring alignment with the CPAP;
• Keep track of all areas of the CPAP that require revision and organise CPAP review exercises as required;
• Assist Programme teams in baseline data collection, survey and assessment processes.

Monitoring -   Provision of oversight and guidance to the functions of the Monitoring and Evaluation(M&E)/Reporting Analyst in:

• Assisting programme teams in developing and implementing M&E plans for all projects/programmes;
• Assisting the programme teams in quarterly reporting, providing necessary guidance and quality assurance;
• Providing comprehensive mentoring and ensure full familiarization of all staff with UNDP corporate M&E policies, systems and tools;
• Sharing information on relevant corporate M&E tools for easy understanding and implementation by programme team colleagues;
• Assisting programme staff in the development of tools to collect information at output and outcome level as outlined in the project M&E plan;
• Supporting the effective application of project implementation monitoring tools and regular updating in Atlas. Preparing a Country Office (CO) spot check schedule of Micro capital grant agreement (MCGAs) and field-based projects to physically monitor and verify progress towards intended/reported results/outputs, involving the participation of respective Programme Associates using standardised checklists;
• Support/complement quality assurance function of programme officer through e.g., joint field visits;
• Undertake comprehensive project reviews of identified projects in the field;
• Undertake beneficiaries’ assessment and stakeholder discussion in the field;
• Utilizing tracking sheets effectively to enhance monitoring and oversight of systems and processes;
• Monitoring and following-up on proper and timely implementation of CO Audit recommendations related to programmes.

Evaluation - Provision of oversight and guidance to the functions of the M&E/Reporting Analyst in:

• Commissioning all programme and project related evaluations, including development of ToRs (Terms of References), participation in recruitment, briefings, and close supervision;
• Reviewing evaluation reports and assisting programme team in the preparation of management responses;
• Ensuring regular updating and management on the corporate evaluation systems database;
• Updating the CO Evaluation Plan in consultation with the Deputy Country Director (DCD) as required.

Ensures effective Management of strategic partnerships , resource mobilization strategy and reporting focusing on achievement of the following results:

Management of  strategic partnerships

• Advise programme staff on relevant templates and formats to be used depending on the nature of the agreement being entered into;
• Guide the Programme Finance Associate to ensure adherence to standard texts and correct financial details in all types of agreements being entered into.

Resource Mobilization Efforts

• Supports the effective implementation of the CO Partnerships and Resources Mobilization strategy;
• Supports outreach initiatives targeting key partners;
• Tracks donors’ contributions; pipelines and resources projections.

Reporting  

• Facilitate results-based management, including overall coordination of year-end Results Oriented Annual Reporting processing, including gathering and collating inputs from across Programme Clusters;
• Contribute to the production of donor reports;
• Quality assure all reports prepared by the Programme Clusters prior to submission to DCD for final clearance and onward transmission to donors.

Ensures effective Coordination and Management of issues cutting across programmes, operations and inter-agency matters;

Coordination Focal Point for corporate planning, monitoring and reporting tools including:

• Planning Dashboard and future tools under the new Enhanced Results-based Management tool:;Results Compact;
• Programme Alignment to UNDP’s Strategic Plan.  

UN Development Assistance Framework (UNDAF):

• Draft UNDP’s contribution to the annual UN Development Assistance Framework (UNDAF) review report and assist the UN Resident Coordinator’s Office in the preparation of presentations for the United Nations Development Assistance Framework (UNDAF) review;
• Provides coordination support to the Country Director in his capacity as Chair of UNDAF Pillar 3 (Governance, Human Rights, Gender Equality, Social Inclusion and Protection – and the Millennium Development Goals);
• Participate in UNDAF level M&E activities including the finalization of the UNDAF and CPAP, Development Information ( DEVInfo) monitoring tools and the streamlining of UNDAF outcome and output level indicators.

Harmonized Approach to Cash Transfers (HACT):

• Serve as UNDP HACT focal point and as UNDP representative in the HACT Inter-Agency Task Force, providing regular updates to the CO on the status of HACT and decisions taken by the inter-agency HACT working group;
• Assist in the coordination and management of the micro-assessment process, including commissioning new micro assessments when required;
• Report back to DCD on the findings of the spot-checks and identify corrective measure to be discussed with Implementing Partners when problems have been identified through the spot-check exercise.

Supervises CO Programme Resource Management, Quality assurance and implementation of internal controls focusing on achievement of the following results:

Programme Budget and Delivery  Management

• Regular review and update DCD on programme resource position and delivery status, as well as pipelines, with the support of the Programme Finance Associate;
• Work with the Programme Finance Associate to advice on budgets that require adjustment and make the necessary changes in consultation with Programme;
• Oversee the functions of the Programme Finance Associate:
• In reviewing and quality assuring all budget revisions on paper and in ATLAS, prior to onward transmission to DCD for final clearance;
• In the management and careful monitoring of Development Advisory Services (DAS) and Debt Sustainability Analysis (DSS) budgets as specified in the Programme and Operations Policies and Procedures (POPP).

Quality Assurance

• Quality assures all Project documents and Annual work plans prior to external Local Programme Advisory Committee (LPAC) presentation.
• Quality assures all Programme reporting prior to final submission to DCD.
• Review and clear all agreements prior to signature by partner and UNDP Senior Management.
• Review and clear all documents prior to onward transmission to the Implementing Partner/Emergency Response Division (ERD).
• ATLAS:
• Oversee the functions of  the Programme Finance Associate in:
• ensuring regular updating of CO programme tree and chain of results in line with UNDP Strategic Plan result areas and UNDP-Sri Lanka CPAP.
• ensuring that projects are in the correct stages of activity in ATLAS and assist in the proper closure of projects both financially and operationally.
• monitoring the project management issues as recorded in Atlas e.g. risks and issue logs,  monitoring events and in uploading project reports.

Facilitates knowledge  building and knowledge sharing as required by the organization, focusing on the following results:

• Motivate and guide the Programme Team to document best practices covering concepts, strategies and implementation approaches;
• Contribute to work-process analysis; suggest effective alternative options for streamlining business processes.
• Share results from donor reports and relevant M&E tools with Communications team to facilitate the development of communications products and success stories;
• Contribute to capacity enhancement and development effectiveness of CO staff in applying corporate programming approaches and tools e.g. Results Based Management (RBM), and other quality assurance skills;
• Provide training to CO programme team and project staff on all new programmatic policies.

Impact of Results

• The key results of the post are formulation of forward-looking strategies and policies for the CO related to RM and partnerships building, resource management and planning. This strategic post ensures sustainable funding base and proper resource management for the programme.

Compétences

Functional Competencies:      

Advocacy/Advancing A Policy-Oriented Agenda

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:

• Contributes into results through primary research and analysis;
• Assesses project performance to identify success factors and incorporates best practices into project work;
• 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

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:

• Enhancing processes or products;
• Generates new ideas and proposes new, more effective ways of doing things;
• Documents and analyses innovative strategies/best practices/new approaches.

Resource Mobilization (Field Duty Stations):

• Providing inputs to 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:

• Basic research and analysis;
• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
• Documents and analyses innovative strategies and new approaches.

Job Knowledge/Technical Expertise

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
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:

• 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.

Qualifications et expériences requises

Education:

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

Experience:

• Minimum of 2 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;
• Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Language Requirements:

• Fluency in English and the national language of the duty station.