Programme Management Support Specialist

UN Women, Suva, Fiji

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
15th January, 2018


Job Description

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The UN Women Pacific Multi-Country Office is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.

Under its Strategic Note 2018-2022, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:

  • Women’s Political Empowerment and Leadership;
  • Women’s Economic Empowerment;
  • Ending Violence against Women;
  • Gender and Protection in Humanitarian Action and Disaster Risk Reduction.

Ending Violence against women:

  • The Pacific has some of the world’s highest reported rates of violence against women, with studies showing that up to 68% of women are affected.
  • To respond to the rates of violence in the Pacific, UN Women has developed a comprehensive EVAW programme which takes a transformative approach to prevent violence against women and girls at multiple levels (regional, national and community), and to ensure survivors have access to quality response services.
  • UN Women’s EVAW programme is implemented under the Pacific Partnership to End Violence Against Women and Girls (hereafter referred to as ‘Pacific Partnership’), a new, four and a half year programme which brings together governments, civil society organizations, communities and other partners to change the social norms that allow violence against women and girls to continue; to ensure survivors have access to quality response services; and to support national and regional institutions to meet their commitments to gender equality and prevention of violence against women and girls. The Pacific Partnership is funded primarily by the European Union (EU) with targeted support from the Australian Government and UN Women supporting directly UN Women’s programmatic interventions under the programme.
  • Under the supervision of the EVAW Programme Manager, the Programme Management Specialist/Deputy Program Manager supports the management of the various stages of the project cycle from planning to reporting, directly leads the EVAW programme monitoring and evaluation, and is responsible for the effective delivery of all non-technical aspects of the EVAW programme and the effective and transparent utilization of financial resources. The Deputy Programme Manager further leads the coordination of the narrative and financial reporting over the entire Pacific Partnership programme and provides technical advice to the Pacific Partnership programme partners on results based monitoring and reporting as required. S/he works in close collaboration with the programme and operations team, UN Women HQ staff, Government officials, multi and bi-lateral donors, regional IGOs and civil society ensuring successful UN Women programme implementation under portfolio.

Lead the programme management support, for the EVAW Programme:

  • Draft EVAW programme annual and operational work plan based on inputs from team members and guidance from the Programme Manager and provide recommendations to assure compliance with programme goals and results based indicators;
  • Provide technical guidance to staff and partners on Results Based Management tools and performance indicators;
  • Analyze and ensure alignment of project budgets with logical framework matrices and work plans;
  • Ensure EVAW programme annual work plan is correctly and completely entered in the Results Management System (RMS), shared with UN Women offices under the MCO jurisdiction and corresponding budgets are correctly and completely entered in ATLAS;
  • Ensure the effective utilization of RMS and ATLAS at all stages of the project cycle; provide training support and advice to programme staff on the appropriate use of ATLAS and RMS and on UN Women business processes, rules and procedures;
  • Manage and monitor the EVAW programme risks initially identified, support the submission of new risks to the project Steering Committee for consideration, provide advice on mitigation strategies if required and update the status of these risks by maintaining the EVAW programme project risks log;
  • Monitor and provide programme management support all aspects of the project cycle (initiation, programme delivery, close out) for the Pacific Partnership in accordance with the relevant project documents and advise the Programme Manager on necessary steps to remain compliant with the project document and UN Women program management requirements.

Ensure the effective administrative and financial management of the programme:

  • Ensure full compliance with UN Women rules, regulations, and policies on procurement and 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;
  • Oversee the EVAW programme operations and guide and control the use of programme financial resources;
  • Oversee the preparation and management of the EVAW programme budget, inputting of budget into ATLAS, and timely completion of budget revisions;
  • Monitor core and non-core funds budget expenditures and financial delivery including through the analysis of monthly budget monitoring/financial delivery reports and the preparation of recommendations to address challenges identified;
  • Identify and investigate operational and financial problems and develop and implement solutions to address them;
  • Oversee the management of PCAs and LOAs with IPs including the disbursement of funds and assist IPs in fulfilling the responsibilities of the project and budget monitoring using best practices, including on the preparation of financial and narrative reports;
  • Oversee the gathering of information and preparation of annual financial reports for donors;
  • Oversee the correct flow and storage of program files including legal documents and binding agreements;
  • Provide strategic and operational leadership to the programme team on all procurement matters including overseeing: procurement of goods and services, timely implementation of procurement by the relevant UN Women operations units;
  • Oversee the development procurement and travel plans;
  • Oversee the gathering of information and preparation of annual financial reports for donors, including the coordination of the financial report for the Pacific Partnership;
  • Coordinate the preparation of the annual budget of the Pacific Partnership for presentation to the Programme Steering Committee.

Manage team members

  • Supervise the Finance Officer, Program Associate and Program Assistant;
  • Mentor and coach staff and conduct performance assessments in line with performance cycle;
  • Ensure team follows security rules and regulations.

Lead Programme monitoring, evaluation and reporting:

  • Review and recommend programme monitoring standards, criteria, and other indicators for measuring and assessing progress/results;
  • Manage the development and maintenance of the EVAW Programme Monitoring and Evaluation Framework;
  • Oversee the implementation of the EVAW Programme Monitoring and Evaluation Framework and the monitoring of progress against the frameworks and performance indicators;
  • Provide technical advice, and where needed, develop, coordinate and provide training on results-based management, monitoring and results based reporting to UN Women EVAW programme staff and programme partners;
  • Gather information and prepare reports on progress of programme implementation for UN Women corporate reports and ensure the timely completion of quarterly and annual reporting in RMS;
  • In close coordination with Pacific Partnership programme partners, gather information and lead the preparation of the reports on progress of the Pacific Partnership programme implementation for donors;
  • Oversee coordination of midterm and final evaluations of the EVAW Programme and the Pacific Partnership by UN Women and other funding partners and work with teams to secure technical input.

Provide technical inputs in coordination, partnerships and resource mobilization:

  • Provide technical inputs to inter-agency coordination on EVAW to achieve coherence and alignment of UN Women programmes with other partners in the region;
  • Provide technical support to the Representative, Deputy Representative and EVAW Programme Manager on inter-agency coordination related activities by attending meetings, events, and participating in groups and committees as needed;
  • Provide technical programme management support input to review and development of programme resource mobilization strategies;
  • Prepare relevant documentation on donors and develop potential opportunities for resource mobilization.

Knowledge management:

  • Identify and synthesize best practices and lessons learned that are directly linked to the implementation of the programme and contribute to their global dissemination.
  • Perform other job-related duties as requested by supervisor from time to time.

Key Performance Indicators:

  • Timely and quality programme planning and management;
  • Program and financial management compliance with the Program and Operations Management rules;
  • Timely and quality monitoring and evaluation of programmes;
  • Relations with partners and stakeholders;
  • Quality reports and timely submission;
  • Regular communication with other agencies and partners;
  • Performance and security of staff.

Core Values:

  • Respect for Diversity;
  • Integrity;
  • Professionalism.

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies:

  • Strong knowledge of UN programme management systems;
  • Ability to develop detailed operational plans, budgets, and monitor program delivery;
  • Strong monitoring and evaluation skills;
  • Strong knowledge of Results Based Management;
  • Strong donor report writing skills;
  • Ability to synthesize program performance data and produce analytical reports to inform management and strategic decision-making;
  • Strong analytical skills;
  • Ability to provide technical support and advice to a variety of stakeholders.

Education: Master’s degree or equivalent in social sciences, human rights, gender/women's studies, international development, or a related field is required.

Experience:

  • At least 5 years of progressively responsible work experience at the national or international level in programme management, including programme design, programme coordination, implementation, monitoring and evaluation, donor reporting and capacity building;
  • Technical experience in monitoring and evaluation;
  • Experience in developing and managing budgets and ensuring compliance with programmatic and operational rules in the UN system;
  • Experience with Atlas or similar ERP systems in an asset;
  • Experience coordinating and liaising with government agencies and/or donors is an asset;
  • Experience working on EU funded projects is an asset;
  • Experience in managing a team is an asset.

Languages: Fluency in English is required.

Source:https://jobs.undp.org/cj_view_job.cfm?cur_job_id=76379


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