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Head of the Programme Management Support Uni

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BACKGROUND

UNDP Libya is responding to the current context in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The Country Office (CO) has made strong commitments to its Libyan counterparts, international partners and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and political dialogue initiatives; and contribute to stability throughout the country to ensure development gains.

To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

Position Purpose:

Under the direct supervision of the Deputy Resident Representative (DRR) and the strategic guidance of the Resident Representative (RR), the Head of PMSU supports the effective management and monitoring of the UNDP program portfolio including sound substantive and financial monitoring, improved planning and target setting, development, monitoring of standards procedures, development and implementation of partners agreement based on agreed annual work plans and donor agreements. The Head of PMSU acts as a quality assurance advisor to Senior Management on all aspects of the program. The Head of PMSU provides advice directly to the DRR and supports the program units on strategic planning, monitoring and evaluation, audit, risk management, implementation of the Internal Control Framework and Result Based Management policies, and financial management of the Programming Portfolio.

The Head of PMSU, works closely with the Operations and Service Center teams, acting as a bridge and enhancing information sharing between Program Support and Operations/Service Center Units and providing programmatic support to Operations/Service Center functions.   The Head of the PMSU will ensure that evaluations are designed and managed to assess the relevance, effectiveness, efficiency, impact and sustainability of results, and that evaluations are carried out in a credible and systematic manner. Head of PMSU ensures that evaluation lessons and recommendations are used for programme design and contribute to the implementation of the Country Programme priorities and results.

DUTIES & RESPONSIBILITIES

Provides catalytic support on programme strategic planning in relation to the CPD, UN Country Strategic Framework, UNDP Strategic Framework and coordinate planning activities in the annual programme planning exercise:

• Support the IWP and the ROAR and other corporate planning and results reporting exercises.
• Support the Senior Management Team (SMT) in business processes mapping and establishment of internal Standard Operating Procedures in Results Management and control of the workflows in the Program Units.
• Support and coordinates knowledge building and management in the Country Office.
• Contribute to regular assessments of the country strategic plans and implementation plans and identify lessons learned and areas of emphasis to underpin consistently improved programming and future SP development.
• Introduce innovation and best practices to enhance programme performance.
• Identification of strategic programme areas of cooperation, linking programme to regional and global initiatives including mainstreaming cross-cutting themes in projects.

Provides policy advice, planning support and effective programme quality assurance including sound planning and monitoring of programme financial resources throughout full cycle of programming from formulation, initiation, implementation to closing project:

• Supports the CO in strategic oversight of planning, budgeting, implementing and monitoring of the programme, tracking use of financial resources in accordance with UNDP rules and regulations.Support the development of systems to foster improvements in the application of internal control systems and in the maintenance of compliance standards in the CO.
• Work closely with the Senior Management in the CO and actively fosters collaboration between the various CO units and the project teams, HQ and Regional Hub staff ensuring a successful financial performance by providing programme resource analysis for effective planning of resources
• Advise on implementation modalities based on UNDP rules and regulations
• Advise project staff and implementing partners regarding control systems, assess their effectiveness and general operational compliance with UNDP rules, regulations and policies.
• In consultation with the Project Managers, assess work processes and procedures to ensure that tasks are carried out with maximum efficiency.
• Regular monitoring of the CO delivery, resource mobilization, TRAC Allocation, revenue management and cost recovery.
• Support periodic monitoring of dashboards and exceptions, identification of remedial actions.
• Support preparation and quality-assure legal documents, including LoAs, MoUs, MCGs and Cost Sharing Agreements based on UNDP rules and regulations.
• Ensure effective application of RBM tools, establishment of management targets (BSC), compliance with corporate requirements
• Ensure monitoring of achievement of results, including the financial monitoring in cooperation with the Operations unit, including rigorous application of Prince2 and ATLAS applications.
• Ensure the sound management of financial, accounting and realization of the Programme outputs through activities, in compliance with UNDP financial rules and regulations as well as specific Fund/donor requirements.
• Ensure the adherence to and implementation of the procurement plan in all its components, while ensuring efficient utilization of resources in accordance with UNDP rules and policies.

Provides technical advice and oversight to ensure the design and implementation of an M&E system in line with the applicable policies and ensures the effective management of the monitoring and evaluation processes as well as mainstreaming cross-cutting themes into projects:

• Provision of technical advice for projects within the CO programme portfolio, including setting up an M&E framework with defined indicators to facilitate evaluation at later stages.
• Responsibility for promotion of evaluation standards, quality assurance/control and capacity development within the programme;
• At key intervals/review periods throughout the year (quarterly, mid-year, annual reviews), facilitates review of information provided by projects on indicators and targets to assess progress, identify constraints and gaps in implementation and provide appropriate recommendations;
• Provision of evaluation feedback into policy/programme/project design and ensure optimal use of evaluations by providing guidance in preparation of timely management response to all evaluations;
• Provide methodological support to various project units during the formulation, approval and implementation of M&E procedures and instruments and select RBM tools, in particular related to monitoring;
• In collaboration with relevant programme and operations teams, carry out programme analysis, at outcome and sub outcome level, in order to capture lessons learned and ensure that risks are properly monitored and mitigated;
• Undertake regular field visits to ensure compliance and timely execution of the planned monitoring & evaluation by various project units;
• Support the actual conduct of evaluation of projects in collaboration with CD/DCD-P and UNDP programme in consultation with Evaluation Office in HQ including outcome level evaluations aiming at measuring the impact of the CO programme.

Support and coordinate Audit Exercises to ensure their effectiveness and Risk Management:

• In consultation with relevant project and operations teams and under the oversight of the CO Management Team, assess risk areas and work with project staff to minimize risk exposure levels;
• Coordinate periodic HACT exercises
• Prepare audit plans for projects and the CO and coordinate with senior management and relevant teams and partners and IPs regarding audit exercises of the CO;
• Monitor the implementation of previous audit recommendations and advise the CO Management Team on status at its regular meetings activities;
• Participation in project’s audit, control and follow up;
• Coordinate the audit exercise among programme, service center and operations staff and ensure compliance with audit quality standards and timeframes.

Day to day management of the Programme Management Support Unit’s Staff Members for provision of responsive advisory services and effective facilitation of Operations-Service Center-Programme cross-pillar collaboration and synergies and internal knowledge management:

• Lead and supervise the Programme Management Support Unit in all staffing, financial, planning, administrative and monitoring matters.
• Facilitate knowledge building and knowledge sharing in quality programme management,
• Ensure and promote close co-operation and co-ordination between and among projects in terms of monitoring of both process and impact of UNDP Libya interventions
• Orient and train staff in understanding and applying sound and corporate compliant programme management policies, tools & methods.
• Facilitate dissemination of best practices & advocate UNDP’s successful experiences as well as substantive areas of expertise through global knowledge networks.

RECRUITMENT QUALIFICATIONS

Education

• Advanced university degree (Master’s Degree) or equivalent in Political Sciences, International Studies, Development Studies, Social Sciences or in a related field.

Experience

• Minimum of 7 years of progressive international experience in the field of development, project management and technical advisory, preferably in a post-conflict setting.
• At least 5 years of progressive responsibility in programme management, including personnel management, budgetary and financial management.
• Experience of designing, evaluating, monitoring, measuring performances of UNDP projects and programmes.
• Strong knowledge and experience of implementing UNDP corporate compliance and programme management policies, tools & methods as well as risk management processes, audit, and internal control frameworks.
• Experience of working in relation to UNDP Country Office programmes, especially in a conflict/post-conflict is an advantage

Language Requirements

• Proficiency in oral and written English. Knowledge of Arabic is an asset.

COMPETENCIES

Core Competencies

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact

Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems

Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands

Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results

Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration

Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies:

Business Direction & Strategy – Strategic thinking: Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions. Ability to leverage learning from a party of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Management –  Project management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management – Risk management: Ability to identify and organize action around mitigating and practical managing risks

Business Management – Result Based Management: Ability to manage financial resources with a focus at improved performance and demonstrable results

Business Management – Resources Management: Ability to allocate and use resources in a strategic or tactical in line with principles of accountability and integrity

Finance – Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.

Understands the key stages of audit work, including planning, documentation, testing and reporting.

Ability to examine and verify accounts and records.

Understands wider mechanisms for assurance and scrutiny.

Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

IMPORTANT NOTE:

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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