It is with this purpose that UNDP’s Governance and Economic Management Support (GEMS) and Public Finance Management (PFM) Project was designed to breed homegrown solutions through holistic capacity-building and development approach guided by legal instruments that engender public trust.

The project encourages and facilitates coordination and networking among technocrats and experts who serve as change agents in the public sector and within different Ministries, Departments and Agencies (MDAs) to effectively enhance public administration and economic governance through legal reviews and policy formulations, competency-based trainings and mentoring, systems upgrading and digital efficiency, local governance, and documentation.

Under the direct supervision of Deputy Resident Representative for Programme (DRR-P) of UNDP South Sudan Country Office, and in close collaboration with Country’s Programme and Operation teams, the Project Management Analyst shall manage the implementation of GEMS/PFM project activities and supervise the staff in accordance with UNDP’s policies, rules and regulations and guidelines. This includes planning, resource mobilization, procurement, administration, monitoring, reporting, knowledge building and partnerships.

• Ensures that the project is in full compliance of operations with UNDP rules, regulations, and policies;
• Ensures implementation of corporate operational strategies, establishment of targets and monitoring achievement of results;
• Manages project operational support and supervision by providing advice on strategies, policies and plans affecting project activities based;
• Provides strategic oversight of planning, budgeting, implementing, monitoring, reviewing, and evaluating the project;
• Prepares, reviews, and adapts project Annual Work Plans, including human resources and procurement plans, in line with Project’s Activity Matrix and Results Framework and compliant with UNDP’s Rules and Regulations;
• Manages partnership and contract arrangements with government counterparts and responsible/implementing partners for project implementation;
• Ensures quality and timely preparation of results-focused and accountability reports (quarterly, bi-annually, annually, and final, as required) and ad-hoc updates if and when requested and Quantum updates in line with donor agreement and UNDP programme and project management guidelines and ensure timely submission;
• Oversees the development and implementation of the project’s risk management framework in line with UNDP’s Enterprise Risk Management (ERM) policy;
• Ensures quality and timely planning, conduct of and follow up on project oversight and governance initiatives and recommendations – project reviews, audits, monitoring missions, evaluations and project board meetings;
• Ensures implementation of adaptive management approaches, conflict, and gender sensitivity in the project;
• Ensures knowledge sharing with regards to management and operations within the projects and integrates it into CO learning plans; ensuring coordination with HR for operations trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice;
• Ensures the application of the CO internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Administrative services, and Results Management;
• Sets and monitors targets for Project operational efficiency and ensures the constant monitoring and analysis of the Project operating environment;
• Ensures projects knowledge-building based on the Monitoring, Evaluation and Learning programming or the projects documents.

• Supervises and provides guidance to project team members on finance, procurement, administrative, logistical management;
• Contributes to the design and formulation of AWP activities and interventions, as per focus, outcomes and outputs as defined in the project document, on the basis of lessons learned and with the input of innovative approaches;
• Proper project planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations;
• Performs as Project Manager in Quantum for financial transactions and approvals;
• Works in coordination with Country Office PMSU to ensure that the money due to the project is properly identified, classified, recorded on a timely basis and received;
• Ensures strategic and efficient management of financial resources of the Project;
• Analyzes and ensures alignment of project budget with Activity Matrix and Results Framework;
• Provides technical and managerial advice on the development of systems, processes, and mechanisms to support discretionary fund distribution, monitoring and accountability. Monitors achievement of the financial targets and budget execution rates, provides continuous feedback and advice to Country Office on rate of financial delivery, and ensures that financial plans are in place and regularly updated;
• Provides oversight on timely accounting and reconciliation of all project transactions;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions;
• Ensures the financial integrity of the project through appropriate controls and reporting structures, and works in coordination with Country Office PMSU for efficient and effective DIM project audit exercises;
• Ensures the effective application of cost-recovery (including DPC) systems for the services provided by the Country Office to the project;
• Ensures that all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
• Leads the preparation of the annual human resources and procurement plans, as part of the AWP, and ensures the timely procurement of goods and services;
• Leads and ensures timely organization and implementation of audits according to agreed schedule and monitors the follow-up and implementation of audit recommendations;
• Ensures Project adherence with UNDP rules and regulations for its submissions to the Country Office to ensure quality management of the project procurement processes for the supply of goods, works and services;
• Ensures proper Management of project assets and full compliance with IPSAS in the accounting for procurement, utilization, and disposal of the assets.

Supports mobilization of resources and reports to Project Board/Steering Committee:

• Supports the drafting of donor agreements where applicable;
• Monitors and ensures project compliance with donor agreements and their reporting requirements;
• Contributes to the preparation of progress updates and presentations to the Project Board/Steering Committee;
• Ensures timely quarterly and annual reporting on the Project, including financial reporting for project donors and partners;
• Prepares and participates in meetings of the Project Board/Steering Committee.

• Supports inter-team coordination and knowledge sharing;
• Synthesizes lessons learned and best practices from the project to feed into project contribution to ROAR, Annual Reports, and other documents as required;
• Organizes training on UNDP processes for project team and project beneficiaries;
• Contributes to the development and dissemination of knowledge products in line with the approved project document.

• Participation in the training for the operations/projects staff on Administration;
• Sound contributions to knowledge networks and communities of practice

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build and/or /maintain coalitions/partnership.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Functional/Technical competencies

Business Management 

• Results-based Management: Ability to manage programmes and projects with a focus at improved performance.

Business Management

• Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

Business Management: Portfolio Management

• Ability to select, prioritize and control the organization as programmes and projects, in line with its strategic objectives and capacity.
• Ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management 

• Partnerships Management: Ability to build and maintain partnerships with Zide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies.

2030 Agenda: Peace

• Governance: Public Administration and Local Governance.

2030 Agenda: Peace

• Governance: Local Governance.

Business Direction & Strategy

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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