Organization: UNDP – United Nations Development Programme
Location: Juba
Grade: Level not specified – Level not specified
Occupational Groups:
Administrative support
Elections
Project and Programme Management
Closing Date: 2024-05-31
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
Project Description
The Revitalized Agreement for the Resolution of Conflict in South Sudan (R-ARCSS) signed in September 2018 and the subsequent formation of a Revitalized Transitional Government of National Unity (R-Tono) in February 2020 ended several years of civil war in South Sudan. One of the key benchmarks in the Agreement is the conduct of elections. In August 2022 the Roadmap to the Agreement extended the transitional period and stipulated elections be held in December 2024. These elections will be South Sudan’s first elections as a sovereign state. A United Nations electoral Needs Assessment Mission (NAM) was deployed to the country in May 2021 and a Trilateral team, composed of AUMISS, IGAD and the UN, conducted a needs assessment and evaluation of the electoral and permanent constitution making processes in 2022. In January 2023 the Government of South Sudan formally requested the United Nations to provide electoral assistance recognizing the need to begin planning and preparations for the elections, including establishing the legal framework, reconstitution of the National Elections Commission (NEC), working with political parties, civil society and the media raising public awareness and creating conditions for inclusive participation of citizens. A UN Integrated Electoral Assistance Team (IEAT) has been established led by the United Nations Mission in South Sudan (UNMISS) and UNDP as part of the IEAT has set up the South Sudan Electoral Support (SSES) project.
Institutional Arrangement
The Project Associate, under the overall guidance of Chief Technical Advisor and direct supervision of the Project Manager, is expected to provide project management techniques, maintain effective administration and reporting systems necessary to ensure efficient and effective support to the goals and objectives of the project as it supports the NEC.
Scope of Work
Under the overall guidance and supervision of the Project Manager, the Project Associate will be responsible for support to the planning and follow-up of processes to facilitate effective delivery of project management services and support the process and implementation of the project workplan. S/he analyzes and interprets the programme and project rules and regulations and provides solutions to a wide spectrum of complex issues related to project management. The Project Associate promotes a collaborative, client-focused, quality and results-oriented approach in the project. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations. S/he will work in close collaboration with the IEAT, UNDP CO Operations, and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements.
The successful candidate will have the following specific responsibilities:
Ensure timely implementation of the programming activities, focusing on the achievements of the following results:
Liaise with the national counterpart on issues related to the project activities.
Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions.
Prepares inputs to formulation of AWPs and inputs to detailed implementation plans.
Support the coordination of project board, project review and/or evaluation meetings including all stakeholders.
Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the programming activities.
Elaboration of monthly work plans and budget as well as monthly narrative report.
Initiates activity actions for implement of project workplan activities.
Compiles supporting documents for execution of project activities and ensures that supporting document are complete and in line with the SOPs.
Creates requisitions in Quantum to initiate project activity processes, ensures the accuracy of the COA of the requisition, and follows up with Project Manager for approval.
Creates requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP).
Provides support for the administration, financial and implementation of project activities focusing on achievement of the following results:
Ensure integrity of financial and administrative operations in the project through oversight of financial and budgetary aspects of the projects.
Ensure strict and consistent application of UNDP rules and regulations and the implementation of clear accountability mechanisms throughout the project portfolio.
Participation in the preparation of work plans and operation plans as well as procurement plans.
Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
Maintain an appropriate filing system documenting the implementation of approved work-plan activities.
Provide support in regular monitoring and data collection of project activities and provide work-plan and progress reports.
Ensures facilitation of gender mainstreaming, and knowledge building and sharing:
Actively promote within UNDP and with the women’s participation in electoral processes within dedicated scope of work.
Contribute to the identification and synthesis of best practices and lessons learned from the Project for organizational sharing and learning.
Actively participate in the knowledge networks and take advantage of best practices and lessons learned that are available at the zonal, national, regional and global levels.
Assesses the capacity of national counterparts, develop capacity building plans and implement them through mentoring, trainings and workshops.
Provides support to enable effective organization of consultations, workshops, roundtables focusing on achievement of the following results:
Support the compilation of participant and invitation lists and undertake follow up with participants, invitees and speakers.
Ensure that documentation relating to each workshop/event is retained, systematically organized and retrievable for reporting purposes.
Support administrative, financial, procurement, logistical, travel and security arrangements.
Support the compilation, printing and distribution of materials.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Organization of trainings for the government counter parts and project staff.
Synthesis of the lessons learnt and best practices in the project regarding project management.
Sound contributions to knowledge networks and communities of practice.
Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators.
Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical
Business Management
Results-based Management: Ability to manage programs and projects with a focus on improved performance and demonstrable results.
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Communication:
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to covert its assets into the best results in the most efficient manner.
Customer Satisfaction/Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concern.
Partnership management
Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.
Required Skills and Experience
Education:
Secondary Education is required. or
University degree in Public Administration, Project Management, Economics, Business Administration or related fields.
Experience:
Minimum of seven (7) years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible administrative and/or project experience is required.
Required skills
Demonstrated experience in the field of administration, finance, programme/project support or other relevant fields.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.
Desired skills
Experience in Project Management: results-based planning of human and financial resource utilization.
Proven knowledge of UN or international organizations procurement policies and procedures is desirable.
Experience in working in a computer environment using multiple office software packages, experience in Quantum an advantage.
Experience in working with international organizations and civil society organizations on elections or related field is desirable.
Past work experience with a UN agency and/or international organization in South Sudan considered an asset.
Experience working in a culturally diverse environment.
Experience working with the UN is an asset.
Good communication skills/experience
Knowledge of UNDP procedures is an asset.
Required Language
Fluency in English and local language is required.
Disclaimer
Applicant information about UNDP rosters
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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