Case Management and Court Administration Specialist

Location : São Tomé, SAO TOME AND PRINCIPE
Application Deadline :31-May-21 (Midnight New York, USA)
Type of Contract :IPSA (Regular)
Post Level :IPSA-10
Languages Required :
English   French   Portuguese
Expected Duration of Assignment :9 months

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.


Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.


a) UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services. Travel costs are covered only in the event that the function will be undertaken physically in the duty station and excludes working from home arrangements.

b) UNDP will provide transport to the field during the field mission to engage with the stakeholders in the proposed intervention areas in the country.

Office/Unit/Project Description 

São Tome e Príncipe (STP) justice system remains relatively inaccessible for the vast majority of the public. Large case backlogs are overwhelming case management and court administration and undermining access to justice. The causes of the state of the justice sector are multiple: lack of capacity, external interference, outdated laws, incentives for delay, and complex procedures all combine to create a system which does not deliver speedy, affordable and trusted outcomes for the public.

Case management is an important and integral part of functioning of the judiciary. One of the core objectives of the Justice System Modernization Project (JSMP), design by UNDP and STP Ministry of Justice to modernize Justice in the country, is to facilitate affordable and timely justice for the people of STP by reducing case backlog, organizing judicial services and improve judicial offer, namely  through better communication, coordination and cooperation between justice sector institutions. Monitoring systems that provide the relevant information in terms of case-load, categories of cases, breakdown per year of registration of cases, compliance with constitutional standards, and performance by individual officers are critical to administering the justice system.

To improve communication, coordination and cooperation between justice sector agencies, and as the first step towards eventual process re-engineering and discussions of more integrated data and case-file management, the JSMP, in partnership with United Nations University – Operating Unit on Policy-Driven Electronic Governance, will conduct a sector-wide business process mapping to take stock of the current processes within each of the core justice institutions, analyze existing processes and operations, as well as look at the design of immediate more efficient manual systems and the prospects for greater use of information communication technology.

UNDP STP seeks an international expert to  technically support case management and court administration in São Tomé e Príncipe and assist UNU-EGOV in the business process mapping of the Justice System in STP.

The expert will closely work together with the project manager of the JSMP project and UNU-EGOV TEAM.

Institutional Arrangement

The Court Administration and Case management Specialist will report to UNDP Deputy Resident Representative, who manage the Governance Portfolio and oversight of Resident Representative due to importance of this project. The duty station for this position is in São Tomé.


Duties and Responsibilities


Scope of work

Working under the direction of UNDP’s Project Manager of the JSMP and GovRec portfolio manager, in close collaboration with UNU-EGOV and the government partners, the IPSA-holder will:

1. Analyse STP  judicial system existing processes. 

A. Understanding of existing processes (both formal and informal): 

  • Process flow: Existing process flow which includes workflow, approval flow, notification, acknowledgment for each agencies and inter-agencies with clear flow diagram;
  • Transition states: Transition states from one agency to the next and related criteria for the transition including transition notification and acknowledgment procedures;
  • Feedback loops: Identify the feedback loops and related processes within the institutions and between-agencies. 

B. Understanding of Record Management: 

  • Structure and format: Structure and formatting of capturing records [forms, templates etc.]; 
  • Gap and redundancies: Identify the gap as well as redundancies of maintaining similar records in different agencies;
  • Amendment: Process and procedures for making any amendment and changes in the existing records;
  • Finding record: Process of finding the records with related reference documents. 

C. Understanding of Document Management:

  • Types of document: Types of document produced and maintained including evidence documents during the case flow process;
  • Archiving process: Process of maintaining and archiving the documents;
  • Locating and finding: Locating and finding recorded documents: Process of locating and finding documents relating to corresponding record.

2. Develop streamlined processes. 

Develop recommendations for proposed streamlined [re-engineered] processes covering all areas and findings of the analysis of existing processes with following key aspects: 

  • Simple and integrated processes: The proposed processes and workflows should be simple and focusing on an integrated approach to remove identified bottlenecks;
  • Improved capturing and maintaining records: Identify mechanisms to maximize commonalities in capturing and maintaining records for the case flow to support the integrated processes;
  • Efficient document management: An efficient mechanism of document management to support realization of the simplified, integrated and uniform processes;
  • Effective notification mechanism: Incorporation of an effective notification and acknowledgement mechanism. 

3. Support decision-making and knowledge management. 

  • Operational reports: Suggest a set of operational reports so management can get a quick overview and visibility of daily operations and regular activities;
  • Analytical reports for top management: Suggest a set of analytical reports based on periodic and aggregated data for strategic decision making at top management level;
  • Knowledge development for pre-automation stage: Identify and suggest required knowledge development and training requirements to run the simplified manual processes;
  • Knowledge development for recommended processes for automation: Identify and suggest required knowledge development and training requirements to run the proposed processes recommended for automation.

4. Contribute to work planning, monitoring, and reporting exercises. 

  • Contribute to the day-to-day coordination and the effective, efficient, and transparent implementation of the JSMP project in line with UNDPs project management regulations and in close collaboration with the Project Manager;
  • Review and technically advice on the development of annual work plans, identifying project risks and elaborating relevant management responses;
  • Participate in the elaboration, and support the timely submission of annual work plans and budgets, quarterly and annual financial and progress reports; and
  • Any other related tasks required or assigned by JSMP project manager and/or GovRec portfolio manager.



Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience

Min. Academic Education

  • Master’s Degree (MA) in Community Development, Development Management, Education, International Relations/Affairs, Law, Public Administration.

Min. years of relevant Work experience

  • Minimum 5 years of combined relevant professional experience in Case Management and/or Court Administration at the field level (courts, prosecution services), preferably in judicial systems similar to the Santomean (Angola, Cabo Verde, East-Timor, Guinea-Bissau, Mozambique, Portugal);
  • Out of which minimum 3 years of relevant professional experience in Case Management and/or Court Administration at the national level (as high councils, inspection services, Attorney-General Office), preferably in judicial systems similar to the Santomean (Angola, Cabo Verde, East-Timor, Guinea-Bissau, Mozambique, Portugal).

Required  skills and competencies

  • Demonstrated experience in assisting with designing sector wide approaches to justice reform, namely in its digital transformation;
  • Demonstrated ability in analytical and report drafting work in concise format and of high quality and strong technical writing skills;
  • Demonstrated experience in drafting/editing best practice manuals procedures to justice agents;
  • Training experience on Case Management and Court Administration;
  • Excellent analytical and interpersonal skills including oral and written communication.

Desired additional skills and competencies

  • Experience of working in justice sector business process mapping and/or in the dematerialization of judicial procedures;
  • Demonstrated project management skills;
  • Experience working in an international environment;
  • Highly developed communication skills, including ability to draft/edit texts and to articulate ideas in a clear, concise style to a variety of audiences, as well as facilitation skills.

Required Language(s) (at working level)

  • Fluent knowledge of English or French is required.
  • Excellent oral and written communication skills in Portuguese is mandatory.

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