Program Management Specialist


Location : Dakar, SENEGAL
Application Deadline :18-Oct-18 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :TA Local
Post Level :NO-C
Languages Required :
French  
Duration of Initial Contract :364 days

Background

The West and Central Africa region faces significant political, social and economic challenges that are directly related to the UNDP mandate. It has the lowest level of human development in the world with a Human Development Index of 0.461 and 0.507 for West and Central Africa, respectively.

UNDP, through its Regional Platform, supports sub regional organizations and governments in the region to address these challenges. The UNDP Regional Platform for West and Central Africa covers twenty-four (24) countries and works with all Regional Economic Communities (RECs).

As such, the Office's initiatives are articulated with the axes / pillars of the United Nations Integrated Strategy for the Sahel (SINUS), support for steering public policies and resource mobilization for the Sustainable Development Goals (SDGs), support and partnership with regional institutions.

All these initiatives are implemented in collaboration with UNDP Country Offices, Governments and regional and sub regional institutions.

To strengthen policy analysis and research capacity in the area of political science, governance and security, UNDP needs a Program and Operations Specialist at the Coordinating Unit level.
The incumbent will work directly under the direct supervision of the Deputy Country Director Operations.

The Resource Management Specialist is responsible for strategic financial and resources management and consistency with UNDP rules and regulations. The incumbent sets policies and methods to maximize the CO performance in Resource management demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the projects resources to take into account changes in the operating environment as and when needed.

He/she analyzes and interprets the administrative and financial rules and regulations and provides solutions to a wide spectrum administrative and financial issues. The Program and Management Specialist promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

He/she will provide overall organizational, coordination and managerial support for the Dakar Liaison Office. She/he will ensure the strategic direction of the DLO operations and coordinate the activities of the DLO Team, assess work plans and monitor outputs.
The Program Management Specialist works in close collaboration as a second line supervisor with components finance staff to successfully deliver operations services.


Duties and Responsibilities

Summary of Key Functions:

  • Ensuring strategic direction of Program finance management
  • Effective and accurate financial resources management and oversight
  • DLO’budgets management system
  • Control of DLO accounts
  • Preparation of financial reporting of the Programs and project to donor and other stakeholders
  • Financial management of the DLO funds as well as financial reporting

Ensures the strategic direction of Program Finance management focusing on achievement of the following results:

  • Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, and monitoring achievement of results of the Governance program.
  • Provision of advice on strategies, policies and plans affecting Dakar Liaison program finance managements, delivery of practice advisory, knowledge and learning services.
  • Establishment of collaborative arrangements with potential partners, a Client Relationship;
  • Management System for resource mobilization purposes and appropriate operational partnership arrangements;
  • DLO business processes mapping and establishment of internal Standard Operating;
  • Procedures in Finance. Results Management, program performance. Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
  • Knowledge building and sharing with regards to management in the Program Performance Support Unit, organization of the program staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Ensure implementation effective and accurate financial resources management and performance of the projects finance staff recruited for each governance component focusing on achievement of the following results:

  • Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, performing the function of Manager Level 1 in Atlas for vouchers approval. Approval of pending disbursements as the "third authority" (checks, bank transfers, EFT).
  • Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
  • Regular analysis and reporting on the budget approvals and the delivery situation of management projects
  • Produce periodic reports on financial situation of the Dakar Liaison program
  • Submission of financial reports to donors on a timely and quality basis.

Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:

  • Financial analysis and oversight for all resources managed by the Dakar Liaison and provision of high-quality professional advice to the Dakar Liaison Management;
  • Proper planning, expenditures tracking of the projects in accordance with UNDP rules and regulations
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.

Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

  • Full compliance of administrative and financial activities, administrative and financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies, implementation of the effective internal control, proper design and functioning of the administrative and financial resources management system.
  • Projects finance business processes mapping and elaboration/establishment of internal standard operating procedures
  • Continuous analysis and monitoring of the financial situation, presentation of forecast for development and management projects.
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
  • Ensuring that advance payments and direct payments for DIM projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.
  • Administer human resources activities for the DLO staff in accordance with the rules and regulations of UNDP.
  • Advise the respective staff for proper coordination with UNDP HR Unit during the different stages of recruitment of project staff. Coordinate for insurance, renewal and termination of contracts of DLO
  • In close collaboration with the DCD/O, ensure proper supervision and management of performance of the support staff.
  • Actively participate in discussions related to efficient and effective projects implementation and general office management.
  • Ensuring the preparation of pro-forma invoices for UN agencies and monitoring through the Atlas tracking system.


Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

  • Advice to project staff on UNDP administrative and DIM/NIM reporting, in particular, on budgetary issues;
  • Organization/conduct of training for the Operations/Project/Program Staff on Financial management and RBM;
  • Synthesis of lessons learned and best practices in Program and Program finance;
  • Sound contributions to knowledge networks and communities of practice.


Competencies

Core competencies :

  • Innovation : Make new and useful ideas work and adept with complex concepts and challenges convention purposefully
  • Leadership : Persuade others to follow and generates commitment, excitement and excellence in others
  • People Management : Improve performance and satisfaction and models independent thinking and action
  • Communication : Listen, adapt, persuade and transform and Synthesizes information to communicate independent analysis
  • Delivery : Get things done while exercising good judgement and Meets goals and quality criteria for delivery of products or services

 Technical/Functional competencies:

  • Financial Planning and Budgeting : Create and manage processes to achieve UNDP's long and short-term financial goals;
  • Knowledge Management :Capture, develop, share and effectively use information and knowledge ;
  • Innovation : Manage organizational resources and deployment in pursuit of innovative approaches and initiatives ;
  • Trust Fund Management : Knowledge of managing trust funds including contributions, allocations, delivery analysis, projections and senior management advisory on emerging financial mechanisms;
  • Financial Management : Create a process to achieve financial goals;
  • Financial Reporting and Analysis : Evaluate financial data, derive relevant findings and present them in a meaningful manner
  • Operational Efficiency : Identify and execute opportunities to improve operational efficiency;
  • Learning and Development : Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees. 


Required Skills and Experience

Education: 

  • Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience: 

  • 5 years of relevant experience at the national and international level in providing management advisory services and/or managing staff and operational systems 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. Knowledge of financial and operational system of UNDP is highly desired.

Language requirement:

  •  Fluency in French and working knowledge of English.


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.


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