Background

UNDP’s democratic governance practice focuses on fostering inclusive participation, strengthening responsive governing institutions, and promoting democratic principles. Inclusive participation expands equal opportunities for engagement by the poor, women, youth, indigenous people, and other marginalized groups who are excluded from power. Efforts in this area aim to strengthen opportunities for civic engagement in the core channels linking people and the state, at the national, regional and local levels. Work on governing institutions has traditionally emphasized the design and functions of the core pillars of the state, including the legislative, executive and judicial branches, at national, regional and local levels. 
 
Strengthening responsive governing institutions entails promoting the core channels of representation and accountability in the state at the national, regional and local levels. Responsive institutions mean that the state reflects and serves the needs, priorities, and interests of all people, including women, the poor, youth, and minorities. Supporting national partners to strengthen democratic practices grounded in human rights, anti-corruption and gender equality require UNDP leadership in promoting integration, coordination and information-sharing of policies, practices, and strategies strengthening democratic governance within and outside of the UN family.
 
UNDP has established a partnership on electoral assistance with the European Commission and EU member states. The European Commission (EC)-UNDP Partnership on Electoral Assistance mobilized more than 450 million EURO since 2004 for financial and technical support to transitional democracies and post conflict countries in order to promote and contribute to the organization of genuine and sustainable electoral processes. For this an EC-UNDP Joint Task Force (JTF) on Electoral Assistance composed of the EC, UNDP BDP and PSO was established to further strengthen and facilitate the already existing EC-UNDP partnership in the field of electoral assistance and improve the overall efficiency and adherence of the projects to the common EC-UNDP strategic approach.
 
The JTF monitors and supports the partnership at global level, from the early formulation missions to the end of the contractual obligations; influences policy development in electoral assistance, including advocating adherence to UN and multilateral norms and standards; better positions UNDP with the EC in the domain of electoral assistance and related areas; encourages the professional development of EC and UNDP staff and improves knowledge of the institutional aspects of electoral assistance projects. Particular focus is placed on the Training and Dissemination of Knowledge activities throughout the African region.
 
Against this background, and rich with the experience of the specific missions carried out in the last two years in Mozambique, Angola, Guinea Bissau and Cape Verde, that the EC-UNDP Task Force was requested to submit a concept paper for a potential project under the 10th EDF in the field of electoral assistance and in the broader area of democratic governance for the PALOP/TL. This proposal was accepted by the PALOP and Timor Leste and EC services during the 6th Meeting between the National Authorizing Officers (NAOs) of the PALOP and Timor Leste and the EC services of 6 May 2008 in Luanda and decision was made to finance the project throughout the “Governance Initiative” to be financed by the National Indicative Programme of PALOP/TL within the 10th EDF. It was agreed that the EC-UNDP Task Force would have carried out the necessary identification and formulation activities leading to the signature of a Contribution Agreement between the EC Delegation and UNDP Country Office in Bissau to be cleared as usual by UNDP Brussels. These activities were properly completed by the JTF allowing decision to finance and launch the project in the last quarter of 2009 to be made by PALOP and Timor Leste’ NAOs and EC services.
 
Funded up to 6.1 million Euros for a three years’ budget, the Project in Support of the 2010-2012 Electoral Cycles in the PALOP and Timor Leste has a regional scoop and is financed by the EC as sole donor. The project implementation will be ensured by UNDP Guinea Bissau through direct execution modality (DEX). Building on past and ongoing support in the electoral domain to the PALOP and Timor Leste, the strategy follows a project based approach, compatible with the nature of a multi country initiative. The project is a good example of coordination and harmonisation and is in line with the principles of the Paris and Accra Declarations on Aid Effectiveness in the sense that a) it is clearly demand-driven and is being designed as a result of extensive consultation among the relevant actors, b) it involves a strong coordination among its stakeholders and resources for the implementation of the project will be applied to finance regional harmonized activities, in line with the project’s multi country strategy, c) aims to support the capacity building of national institutions and to provide support based on partner countries’ national strategies, institutions and procedures; d) should complement and strengthen existing efforts in the different sectors and avoid duplication of efforts and rationalise activities.
 
The project will target the promotion of a deeper consolidation of the democratic culture and institutions by providing an electoral assistance as an ongoing and cyclical activity rather than being event driven at designated points in time. The activities to be implemented would focus the support on:
 
  • The Strategic and operational plans
  • The Cost assessment and budgeting exercises
  • The Civil registry/voter registration issues
  • The Procurement Plans
  • The Long Term Civic and Voter Education
  • The Support to Elected Parliamentarians and Parliaments
  • The Support to Media
  • The Support for the improvement of transmission and verification of results
  • The Support for electoral dispute resolutions;
  • The Support to the recently established Forum of the Lusophone EMBs

The project’s outputs and outcomes should be pursuit through a coordinated and coherent approach, putting in place activities that will respond as much as possible to shared needs and shortcomings but, simultaneously, resulting from the six beneficiary countries’ specificities regarding legal context and institutional framework, human and technical resources.

This complex and innovative strategy poses challenges to the project implementation and sustainability, more specifically regarding results based management and a cost efficient activities’ implementation. Considering the project’s implementation modality, these challenges are essentially posed to project assurance and support (UNDP Country Offices in Guinea Bissau and in other PALOP and Timor Leste) and project’s country oversight structures (country coordination committees) that should be able to monitor project implementation and respond effectively to emerging issues and eventual shortcomings.

Project assurance[1] should ensure all essential activities to project’s implementation in the six beneficiary countries (compliance with UNDP rules and procedures, project set-up and general implementation) and Project support[2] should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters. should ensure all essential activities to project’s implementation in the six beneficiary countries (compliance with UNDP rules and procedures, project set-up and general implementation) and Project support should contribute to the implementation of activities and facilitate as much as possible the country coordination committees in the six countries. Coordination among these actors should therefore be at all moments promoted and carefully designed annual work plans (to be developed within the start-up project’s phase) should reflect the project’s approach and respond to the above mentioned challenges. The role of the Joint EC UNDP Task Force is expected to be crucial in supporting project management to ensure liaison among these actors, harmonise annual work plans and activities to be implemented, provide guidance in terms of EC-UNDP procedures and guidelines, reporting and visibility matters.

[1] Provided mainly by UNDP Country Office in Guinea Bissau (leading country), supported by Country Offices in the other PALOP and Timor Leste.
[2] Provided by the Joint EC-UNDP Task Force on Electoral Assistance and UNDP country offices Operations’ units/staff in the six beneficiary countries.

Duties and Responsibilities

Under the overall guidance of the Resident Representative of UNDP in Guinea Bissau, the incumbent will support the UNDP CO in Guinea Bissau, in coordination with the Joint EC UNDP Task Force/UNDP Brussels Office, to further strengthen and facilitate cooperation between the project’s stakeholders. The Chief Technical Adviser (CTA) will coordinate with UNDP CO in Guinea Bissau and the Joint Task Force/UNDP Brussels Office all project support activities.

The incumbent will be responsible for project implementation and achievement of project results. The CTA will head the Project Management Unit (PMU) and provide leadership and guidance to the PMU team. The incumbent will have the following specific responsibilities:
  • Exercise overall responsibility for planning, implementation, management, monitoring and coordination aspects of the project operations and personnel in close collaboration with the Joint EC-UNDP Task Force/UNDP Brussels Office (more specifically the Senior Electoral Advisor/JTF Coordinator and the Electoral Assistance Specialist);
  • Ensure the establishment and equipment of the project office at the outset of the project operations. Manage the recruitment of project team, local consultants and support staff, as well as in identifying short-term international experts;
  • Coordination and supervision of the activities of the project staff, experts and consultants working as part of the technical assistance team;
  • Be responsible, in coordination with the Joint EC-UNDP Task Force/UNDP Brussels Office, for the timely preparation and quality control of all substantive technical reports, briefs and required documents ;
  • Ensure timely production and submission of all partial and/or progress reports by all members of the project team, contractors and project partners;
  • Liaise with the UNDP country office in Guinea Bissau (host country for the project), other PALOP and Timor Leste; the Joint EC UNDP Task Force/UNDP Brussels Office (more specifically with the senior electoral advisor/coordinator of the JTF and the electoral assistance specialist); the project beneficiary (electoral management bodies and National Authorization Officers representatives in the PALOP and Timor Leste); the project’s senior supplier/donor (EC Delegations and, if needed, services in the PALOP and Timor Leste) and all other partners on all matters concerning the implementation of the project;
  • Support coordination of all electoral support activities through regular contacts and briefings with the donor, project support and assurance structures (UNDP country offices and the Joint EC UNDP Task Force – “JTF”);
  • Act as adviser, in coordination with the JTF senior electoral advisor and electoral assistance specialist, on electoral issues related to the project components for the Project Steering Committee (PSC) and its members;
  • Organize PSC, project review and/or evaluation meetings;
  • Prepare background document, briefs and issues’ papers, progress reports for the PSC meetings and for donor reporting;
  • Follow-up on the implementation of PSC decisions and recommendations;
  • In collaboration with project support, initiate procurement of goods and services including preparation of equipment specifications, ToRs and RfPs (Requests for Payments), managing process for the selection of suppliers, contractors and partners;
  • Conduct field visits to supervise, coordinate and monitor field level activities of the project;
  • Supervise outsourced electoral research and dissemination of research findings;
  • Prepare project work plans, progress reports and terminal report in collaboration with the Joint EC-UNDP Task senior electoral advisor/coordinator and electoral assistance specialist.
  • The incumbent will also support the Joint EC UNDP Task Force/UNDP Brussels Office in its training and knowledge dissemination activities focusing in the ACP Portuguese Speaking countries.
  • These activities will mainly consist in providing support to the JTF electoral assistance specialist to promote knowledge sharing and expert advice to UNDP country offices, EC delegations and electoral management bodies (EMBs) in post-conflict countries and transitional democracies with particular reference to the PALOP and Timor Leste group.

Impact of Results:

  • The overarching purpose of this post is to provide a specific support to UNDP in Guinea Bissau and other PALOP and Timor Leste in the daily management of the project, advice to the project’s Steering Committee and UNDP Guinea Bissau on the strategies to implement with success the project in support of the 2010-2012 electoral cycles in the PALOP and Timor Leste.
  • The post will contribute the UNDP in Guinea Bissau and other PALOP and Timor Leste to promote electoral assistance, knowledge sharing and expert advice to UNDP Country Offices, EC Delegations and Electoral Management Bodies in post conflict countries and transitional democracies, in particular to the ACP Portuguese Speaking Countries. In close coordination with the Joint EC-UNDP Task Force and UNDP programme in the PALOP-TL, the CTA’s tasks will entail support to formulation, implementation issues, evaluations and lessons learned exercises, elements which are urgently needed within operations of unprecedented magnitude and complexities.
  • The lessons learned here will then feed into implementation of electoral assistance projects in other countries or regions and also to the planned joint EC-UNDP training exercise on Effective Electoral Assistance and to the ACE Electoral Practitioners’ Network.

Competencies

Professional:

  • Background and experience in electoral processes, especially voter registration, training of electoral officials and voter education. 
  • Demonstrated knowledge and understanding of approaches, tools and methodologies related to planning, executing and monitoring the implementation of technical assistance projects. 

Planning & Organization:

  • Excellent analytical and organizational skills required; ability to plan own work, manage conflicting priorities, report on work progress and deliver outputs in a punctual manner.

Coordination:

  • Ability to effectively interact and coordinate with donors and senior officials;

Technological awareness:

  • Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, PowerPoint or equivalent, internal databases, Internet, etc.
  • Knowledge of information technology systems and applications in electoral management would be an asset. 

Communication: 

  • Strong communication (spoken and written) skills and ability to articulate ideas in a clear, concise style.

Required Skills and Experience

Education:

  • Advanced University Degree (Masters or equivalent) in Political Sciences, Law, International Relations or related field; Post graduations, Specific study and publications in governance and electoral matters are an asset.

Experience:

  • 10 years relevant work experience, at least 7 of which involve programming, formulation, management and advice on electoral assistance activities
  • Experience in planning and formulating election observation missions and/or electoral assistance projects for international organizations is an asset;
  • Experience in donor coordination, donor government relations and managing a multi-donor basket fund is an asset;
  • Experience in working with transnational and emerging democracies and post-conflict environments, particularly in the PALOP-TL, are an asset;
  • Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint), Front Page, Adobe In-Design; web-based management systems.
  • Knowledge and experience in UNDP electoral assistance and electoral cycle approach – UN/UNDP guide on electoral assistance/ Joint EC-UNDP guidelines on electoral assistance.

Language Requirements:

  • Fluency in both Portuguese and English required.
  • French is an asset.