Programme Specialist (Head of PCOM Unit)

Lusaka, Zambia, Full Time Applications have closed

UNDP Zambia is strategically repositioning its country programme implementation based on emerging opportunities and UNDP’s comparative advantages that maximizes partnerships, resource mobilization and impact in keeping with UNDP’s mandate and its current Country Programme Document (CPD) covering the period 2016 – 2021 and embarking on the next programme cycle to support the Government of Zambia through its 8th National Development Plan (8NDP).
In addition, the review of the programme portfolio also showed a pressing need to recalibrate the programme implementation in Zambia through a more integrated vision aligned with the current CPD, the six (06) signature solutions of the current Strategic Plan and the RBA’s strategic offer and where UNDP will fully play its integrator role for accelerating the implementation of the Sustainable Development Goals (SDGs) in Zambia.
As the development world and UNDP Zambia move into 2021, defined as the Decade of Action, with only 10 years left to achieve the SDGs, it is more pressing that UNDP Zambia revisits its approach to programming to ensure both it continues to explore new ways of optimally supporting the Government of the Republic of Zambia (GRZ) to achieve the objectives set out in both Agenda 2030 and the 7th National Development Plan (7NDP) using a strategic approach to planning resulting in an efficient and effective delivery of the Country Programme to promote sustainable human development.
Against this backdrop and building upon the lessons learnt over the past months, UNDP Zambia is strengthening its Programme Compliance, Oversight and Monitoring (PCOM) Unit, which is a strategic advisory unit supporting both Programmes and Operations Clusters under the direct supervision of the Senior Management of the office through the Deputy Resident Representative (DRR) and the overall oversight of the Resident Representative. The PCOM is composed of three pillars, namely, the Programme Support, the Compliance, Monitoring and Quality Assurance with the last being the Monitoring and Evaluation. The former is composed of a pool of Programme Finance Analysts/Associates while other two pillars are headed by a Programme Analyst at NOB level. The Compliance pillar also includes a Programme Assistant providing support to the Programme Analyst.
The Programme Specialist – Head of PCOM reports to the Deputy Resident Representative (DRR) and acts as the technical specialist on all matters related to Overisght, Compliance and Monitoring. S/he is responsible for the management of the PCOM Unit supervising activities related to programme management and advisory support, planning and forecasting of resource mobilization and pipeline management, planning, monitoring and reporting. The incumbent in close collaboration with the Operations Manager and the Management Analyst (Digital Team and Business Development) will play a pivotal role in the CO’s strategic planning, the identification of innovative programme activities and solutions, the coordination of cross-division initiatives and the alignment of the programme resource planning and the project execution/implementation to the corporate best practices and standards. S/he is also expected to provide excellent leadership to strengthen and empower the oversight function to ensure effective and transparent utilization of financial resources and integrity of financial services in the Country Office and timely quality assurance and optimal programme implementation.
As a member of the Country Office Management Team (COMT), s/he supervises and leads the PCOM team while promoting a collaborative, client-oriented approach consistent with UNDP rules and regulations, UNDP’s Results Based Management (RBM) Framework and driving the CO support to capacity development to support national and direct implementations in an integrated manner at all levels. S/he works in close collaboration with the Management Analyst (Digital Team and Business Development), the Operations Manager and both Programme and Operations sections, Regional Bureau Country Oversight Team (RSCOT) in resolving complex programme and operations-related issues to successfully build up the capacity of the newly established PCOM to deliver quality services to our external and internal clients including Government officials, UN agencies, multilateral and bilateral donors and civil society to reposition the CO programme in Zambia and contribute effectively to the CO’s resource mobilization efforts.
Duties and Responsibilities
Summary of Key Functions:
Coordinate programme management, compliance, oversight and monitoring and evaluation;
Advisory support to CO senior management on quality assurance of development results;
Ensures effective implementation and support to the Harmonized Approach to Cash Transfer (HACT);
Ensures strategic partnerships and implementation of resource mobilization and communication strategies;
Provides top quality advisory services to the Government and facilitates knowledge sharing.
As a member of the CO Management Team (COMT), coordinate programme management, compliance, oversight and monitoring and evaluation for achievement of the following results:
Manage day-to-day operations of PCOM Unit and provide required guidance, problem solving and support to all Unit staff members, ensure proper staff performance appraisal and promote personal and professional capacity development
Provide leadership on all aspects of programme management, compliance, oversight, monitoring and evaluation including establishing tools for accurate data on programme performance
Contribute in the monitoring of established results frameworks, performance indicators, and delivery and resource mobilization targets;
Work with programme managers to monitor delivery of core and non-core resources and pro actively alerts the management on projects with delivery issues;
Provide regular overview and analysis of all type of resources including local cost sharing, engagement facility, catalytic core resources (TRAC) and strategic resources allocated by the Headquarters (HQ)
Set-up tools and strategies to establish the CO as a center excellence in all corporate performance management dashboards and reviews in collaboration with the Operations Manager and Management Analyst
Develop PCOM strategy/annual work plan through the development of procedures and mechanisms to timely delivery advisory services on programme management while ensuring effective and optimal oversight and monitoring for the CO
Ensure full compliance of the programme implementation with UNDP rules, regulations and policies to set-up financial recording/reporting system, timely follow-up of audit recommendations, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system
Effective application of RBM tools, establishment of management targets and monitoring achievement of development results
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office senior management
Continuous analysis and monitoring of the programme financial situation, presentation of forecasts for development projects, regular monitoring of pipelines, etc.
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies.
Spearhead capacity building through training and advice in terms of systems, business processes, NIM and DIM implementation processes
Perform managerial and oversight functions in the ERP Peoplesoft Atlas as delegated by the Resident Representative in the approved localized Internal Control Framework (ICF).
Provides advisory support to CO senior management on quality assurance of development results (programme and projets) while strengthening accountability and transparency for achievement of the following results:
Advise senior management on oversight, compliance and assurance issues affecting country programme, projects and operations
Provide ex-ante quality assurance of programmes, projects including LPAC quality assurance, including advice on implementation modalities and programme design, ex-ante clearance for financially substantive or high risk contracts for NIM projects and DIM Letter of Agreements (LOAs), Responsible Party Agreements (RPAs), Low granr values or any other legal instruments, etc.
Prepare strategic financial reports for senior management including information related to programme and projects financial status, expenditure, budgets, delivery rate;
Provide substantive advice on programmatic contractual arrangements to ensure full compliance with UNDP rules, procedures and policies and optimal risk management
Identify approaches and modalities to achieve management targets and increased efficiency resulting in delivery acceleration, sound financial management and optimal programme/project implementation
Provide dedicated strategic/management support to Senior Management to produce quality briefs/concept notes on accountability, oversight, compliance and quality assurance:
Provide quality briefs and options to senior management on issues related to the accountability, oversight, compliance and quality assurance
Advisory services concerning interactions/liaison with donors and partners, including preparation of inter-agency reports
Provide additional support to Senior Management and undertake any specific tasks requested by DRR
Lead risk management to ensure and maintain effective control systems in close coordination/collaboration with the Management Analyst (Digital Team and Business Development):
Establish a risk management strategy and framework by developing policy and procedures for risk management, compliance and assurance system and process from project level to CO
Ensure appropriate analysis for risk management at programme, operations and project staff level.
Support senior management to ensure risk management is central part of programme management, identify, evaluate and advice on significant exposures to risk
Adapt existing risk management tools to ensure mechanisms are in place and functioning, advise and develop new tools and procedures.
Ensure reporting on risk to Senior Management and HQ is clear and consistent and accompanied by actionable recommendations
Provide advisory services, lead and undertake cross-practice capacity risk assessments
Evaluate the effectiveness and efficiency of controls and promote the continuous improvement of the control environment
Effectively communicates on risk and control systems and information with appropriate units
Coordinate the review the CO risk logs to ensure that risks are adequately assessed and escalated if need be while establishing adequate processes to mitigate those risks
Advise the senior management with the support of the Management Analyst in facilitating the development of partnership with the Government, private sector, civil society and donors.
Ensure effective implementation and support to the Harmonized Approach to Cash Transfer (HACT) focusing on achievement of the following results:
Play a leadership and oversight role in the rollout of HACT, including the establishment of strategic collaboration with UN agencies, government counterparts, civil society, academia and other stakeholders
Provide substantive advisory services to Programme Team Leaders and Operation personnel on leveraging HACT policy for the delivery acceleration and efficient project implementation
Serve as the focal person on HACT for the Country Office
Support the DRR for UNDP contributions to Country Common Assessment (CCA) in relation to macro-assessment exercise and plays a leadership role in inter-agency HACT task forces
Ensure timely conduct of HACT yearly audit exercise (optimal planning, adherence to OAI calendar, implementation of audit recommendations, monitoring and follow-up of audit issues, etc.)
Coordinate the timely preparation and submission of the HACT assurance plan as well as ensuring its effective implementation (timely conduct of spot checks and release of associated reports, liaising with programme personnel for the set-up of assurance calendar, etc.)
Regular monitoring of HACT Dashboard and all HACT indicators in the corporate performance tools such as the Integrated Finance Dashboard (IFD), UNDP at Glance, etc.
Train and guide UNDP personnel, Implementing Partners (IPs) and Responsible Parties (RPs) as appropriate on HACT implementation
Monitor the implementation of HACT and recommend solutions to challenges in implementing HACT
Spearhead the set-up of capacity development plan for IPs/RPs including the timely monitoring of progress made and implementation of HACT micro-assessment recommendations.
Ensure creation of strategic partnerships and implementation of the resource mobilization strategy in cooperation with the Programme Unit, the Communication, Management Analysts under the leadership of the senior management and Resource Mobilization/Communication Committee focusing on achievement of the following results:
Support the development of tools and strategies to strengthen partnerships with UN agencies, IFIs, bi-lateral and multi-lateral donors, Government, private sector, and civil society based on strategic goals of UNDP, country needs and donor priorities
Support the development and implementation of the Programme Communication and Action Plan (PCAP) through the analysis and research of information on donors, government programmes and budget, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for initiation of new projects, active contribution to the overall office efforts in resource mobilization
Act as ex-officio of the Resource Mobilization/Communication committee
Coordinate the development of tools to monitor the implementation of PCAP, including the tracking of pipelines, timely set-up of pipelines in ATLAS and recording of contribution financing agreements, etc.
Support the identification of advocacy and communication products to further promote the visibility of UNDP in the programme country.
Provide top quality advisory services to the Government and facilitates knowledge building and management including:
Coordinate the preparation of manuals for NIM/DIM implementation for project and counterparts
Contribute in close collaboration with the Knowledge Management focal point to the development of knowledge products for various audiences
Provide support to the CO staff on project budgeting /accounting rules and procedures and ways of improving of financial programme management;
Provide necessary ATLAS training sessions for the CO staff.
Core Competencies
Ability to make new and useful ideas work
Ability to persuade others to follow
People Management
Ability to improve performance and satisfaction
Ability to listen, adapt, persuade and transform
Ability to get things done
Technical/Functional Competencies
Design and Implementation of Management Systems
Ensuring UNDP has the internal management systems it requires to support the achievement of its objectives, and to function effectively and efficiently.
Building Partnerships
Ability to maintain a network of contacts and conduct basic research and analysis
Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge
Client Orientation
Ability to establish effective client relationships
Promoting Accountability and Results-Based Management
Ability to gather, analyze and disseminate information on best practice in accountability
Financial Planning and Budgeting
Ability to create and manage processes to achieve UNDP’s long and short-term financial goals
Risk Management
Ability to identify and prioritize risks, and organize action around mitigating them
Required Skills and Experience
Master’s Degree in Business Administration, Audit and Accounting, Public, Administration, Financial Management, Economics or related field
Five (5) years of relevant experience at the national or international level in providing programme financial management services, accounting, programme oversight, monitoring & evaluation and/or auditing, preferably in a UNDP Country Office or regional or HQ location;
Experience in HQ or Regional Service Center for financial or programme management is a strong asset and distinct advantage;
Experience providing management advisory services and/or managing staff and operational systems and building relationships with partners and external clients;
Demonstrated ability in people management and working with diverse teams in developing countries;
Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas);
Experience in the usage of computers and office software packages, experience in handling of web-based management systems;
Experience in capacity strengthening activities, adult learning or as trainer;
Proven ability to deliver under pressure and in short timeframes;
Demonstrated knowledge of UNDP programme and project management policies and procedures is highly desirable;
Experience of accrual accounting, IPSAS or IFRS is highly desirable. Certifications on UNDP IPSAS trainings on revenue for Revenue, Expenses and Assets;
Strong interpersonal and communication skills.
Fluency in English with good verbal and writing skills is required.
UNDP Zambia is a non-smoking environment.
UNDP Zambia promotes a green workplace and diversity.
Qualified women and people living with disabilities are encouraged to apply.
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