Project Management Specialist

Background

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, crises, and climate change. Working with our broad network of experts and partners in 170 countries, we help countries to build integrated, lasting development solutions for people and the planet. 

The UNDP Country Office in South Africa is a dedicated, inclusive, and energetic team of development professionals committed to the pursuit of the 17 Sustainable Development Goals (SDGS). UNDP partners with the host government, communities, the private sector, civil society organisations, the United Nations system, and other development partners to support the country’s development journey, adding value to South Africa's progress towards the SDGs.

UNDP is seeking to hire a Project Management Specialist for the Lead Africa Project. The overall objective of this project is to provide both technical and advisory support to the South African G2O Presidency, including support to AU participation in the 20th Summit and beyond. Furthermore, the project seeks to work on legacy of the G20 Summit and work with South Africa Government in strengthening of financial initiatives within the Just Energy Transition and develop a Critical Minerals regional project that will ensure that Africa leverages its critical minerals to diversify and structurally transform their economy as it provide critical energy metals to the world. 

The Project Management Specialist will provide analytical and operational support to the implementation of the Lead Africa Project and work under the supervision of the Inclusive growth and SDG Finance Adviser and in close collaboration with Operations.

Duties and Responsibilities

Ensure effective project planning and implementation for the LEAD Africa Project

• Ensure that the Annual Work Plan (AWP), along with associated budget, HR, procurement, and overall implementation plans, are developed by the relevant technical experts in alignment with project goals;
• Provide quality and timely management of the entire project life cycle, ensuring the delivery of programmatic and financial outputs in accordance with the approved project documents. All implementations must adhere to applicable UNDP policies, programme and project management rules and procedures, as well as relevant government standards and regulations;
• Serve as a senior advisor on all issues related to project activities, offering strategic guidance and technical insight where needed;
• Ensure the effective application of Results-Based Management (RBM) principles throughout the project planning and implementation processes, including resource planning, budget allocation, and overall resource management;
• Provide strategic direction, guidance, and direct supervision to all UNDP project personnel, including consultants, responsible parties, and technical experts, to ensure the timely and efficient implementation of activities as per the project plan;
• In coordination with the Project Team Lead, conduct technical reviews of all project documents prepared by the project team and implementing partners, ensuring they meet high-quality technical standards;
• Establish robust mechanisms to ensure compliance with all relevant UNDP policies and frameworks, including but not limited to Harmonized Approach to Cash Transfers (HACT), Social and Environmental Standards (SES), Programme and Project Management (PPM), International Aid Transparency Initiative (IATI), Project Quality Assurance (PQA), and ensure their implementation via Quantum and Quantum+ platforms;
• Ensure that gender equality and gender mainstreaming are fully integrated into all project interventions, to the extent permitted by the local context;
• Conduct regular progress reporting to the Project Board, as agreed, and recommend corrective actions to address emerging challenges and capitalise on opportunities;
• Oversee the execution of all administrative and operational tasks related to project implementation. This includes maintaining strong coordination with the UNDP Country Office functional units (e.g., Programme, M&E, Finance, HR, Procurement, and Supply Chain Management);
• Proactively identify opportunities for synergies with other UNDP projects and initiatives from other partners, to strengthen impact and scale the project's strategic objectives. 
• Provide quality and timely management of the project life cycle, including meeting programmatic and financial deliverables in adherence to the project document and in compliance with UNDP programme and project management regulations and rules, policies and procedures;
• With the Team Lead for the Project, undertake technical review of project documents produced by the project team and partners, and ensure high technical standards are met; 
• Establish an effective mechanism to ensure project’s compliance with UNDP policies that guide project design and implementation, including but not limited to, HACT, SES, PPM, IATI, PQA, and utilizing the specific platforms in Quantum and Quantum+ for their application; 
• Perform regular progress reporting to the project board as agreed with the board, including measures to address challenges and opportunities;
• Provide quality and timely management of the project life cycle, ensuring the achievement of programmatic and financial deliverables in line with approved project documents. All activities must be implemented in full compliance with UNDP policies, programme and project management regulations and rules, and relevant government standards and procedures; 
• Serve as a senior advisor on matters related to project implementation, providing technical and strategic guidance as required.

Effective financial management of project resources to achieve the results of the LEAD–Africa project

• Ensure value for money approach to resource planning, achieving project objectives in the most efficient and cost-effective manner;
• Ensure effective budget and expenditure management in line with the project resources and results framework;
• Manage the project resources in compliance with UNDP financial regulations and rules, including maintenance of accurate records for CO delivery enabling services; 
• Manage requests for the provision of UNDP financial resources through funding advances, direct payments or reimbursement using the Funding Authorization and Certificate of Expenditures (FACE form);
• Monitor financial resources and expenditure to ensure the accuracy and reliability of financial reports in relation with project progress and results report;
• Prepare revisions to the multi-year workplan, as needed, as well as annual and quarterly plans if required;
• Provide support for completion of assessments required by UNDP, spot checks and audits;
• Oversee the quality and accuracy of donor financial reports.

Build and maintain UNDP’s strategic partnerships

• Substantively contribute to the harnessing of effective partnerships and lead the identification and on-boarding process for implementing partners;
• Cultivate and maintain strong relationships and strategic linkages with responsible parties involved in project implementation  and development partners, government officials, businesses, NGOs, other national and regional stakeholders, and beneficiaries to support and ensure accurate interpretation of key objectives, and to promote inclusive project implementation;
• Communicate relevant and critical information with responsible parties and members of project board, and substantively contribute to project visibility efforts. Make recommendations to the CO management team on activities with potential for scale-up, replicability and synergies;
• The Project Management Specialist will lead coordination around the G20 South Africa Presidency, while also supporting the participation of the African Union (AU) in the G20 beyond South Africa’s term.

Provision of subject-matter expertise on relevant topics and project

• Prepare draft briefing notes for the G20 meetings for the Africa Sustainable Finance Hub (ASFH) Director and other Leaders from the Executive Office of the Administrator;
• Support the drafting of  reports and briefs for the selected G20 Working Groups.

Monitor and report on progress in implementing project activities and achieving the targets set

• Provide technical advice to the project in developing baselines and indicators for project monitoring and evaluation and coordinate the finalization of detailed results framework. Ensure strategies, processes, systems, and mechanisms are in place to effectively fulfill programme and financial monitoring, evaluation, quality assurance and reporting requirements; 
• Lead implementation of the monitoring, evaluation, and results framework to identify plan deviations, under-performance, and other problems. Support diagnosing problems and ensure accountability for corrective actions within agreed upon tolerances to achieve results; 
• Conduct programme monitoring (and/or field) visits in line with UNDP Monitoring policy  to verify project activities, to collect indicator data in line with the project’s results framework, leading to evidence-based reporting; 
• Manage the project board meeting preparation in line with UNDP oversight policy and existing procedures for project governance;
• Perform regular progress reporting to the project board as agreed with the board, including measures to address challenges and opportunities;
• Monitor progress, watch for plan deviations and make course corrections when needed within project board-agreed tolerances to achieve results;
• Proactively perform risk assessment and risk management to identify and document risks related to the project, in line with UNDP’s enterprise risk management policy; 
• Update the project risk log in Quantum and notify the project board through the CO project assurance; 
• Ensure project management module in Quantum is regularly updated and maintained with project information in line with the UNDP Programme and Project Management (PPM) policy;
• Lead the preparation of project and  donor reports in line with the reporting schedule  of UNDP and donor requirements. Ensure provision of ad hoc reports and information requested by relevant entities; 
• Ensure proper operational and financial closure of the project.

Lead knowledge sharing and advocacy relevant to the assigned thematic area(s) and UNDP

• Proactively identify and pursue opportunities for the documentation and communication of best practices, programme results, and lessons learned under the project;
• Actively participate in and make substantive contributions to external networks and communities of practice to promote advocacy for UNDP’s work and opportunities for collaboration in addressing development trends. Represent UNDP in relevant technical meetings and working groups under the direction of ASFH and CO management; 
• Support the establishment of knowledge platforms and innovative mechanisms for capturing and disseminating knowledge from the project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

Institutional Arrangement 

The Project Management Specialist works under the general supervision of the Regional Inclusive Growth and SDG Adviser. 

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.

Functional/Technical competencies

Business direction and strategy: Strategic Thinking

• Develop effective strategies and prioritized plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks;
• Link the general vision to reality on the ground to create tangible targeted solutions; 
• Learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.  

Business direction and 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.

Business Development: Knowledge Facilitation

• Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. 
• Knowledge of tools and approaches to stimulate active participation, contribution, and exchange. 

Business Management

• Project Management: Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals.

Business Management: Communication

• 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 channel. 

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:

• Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field is required.  
• A first-level university degree (bachelor’s degree) in a relevant field in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• A minimum of 5 years (with Master’s degree) or 7 years (with Bachelor’s degree) of progressively responsible experience at the national or international level in project management and programme management, including project formulation and partnership management.

Required  skills:

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages;
• Strong managerial and coordination skills/experience, with a demonstrated experience to effectively coordinate the implementation of large multi-stakeholder projects, including financial and technical aspects;
• Strong drafting, presentation and reporting skills, including preparation of briefing notes, summary papers and background notes for high level events. 

Desired additional skills:

• Experience in working, liaising, and collaborating with UN agencies, governments, NGOs, civil society organizations;
• Minimum 4 years experience in the UN network;  
• Proven experience to administer budgets, train and work effectively with counterpart staff and all stakeholders involved in the project; 
• Proven experience to coordinate and supervise multiple stakeholders in their implementation of technical activities in partnership with a variety of groups, including community and government;
• Proven experience to effectively manage technical and administrative teams, work with a wide range of stakeholders across various sectors and at all levels, to develop durable partnerships with collaborating agencies;
• Strong communication skills/experience both verbal and written. 

Language Requirements:

• Fluency in English is required.

Professional Certificates:

• Project Management Certification is advantageous, but not necessary. 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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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