Project Coordinator

UNDP Bhutan has an ambitious and challenging Country Programme covering a wide range of environment related issues, including climate change mitigation and adaptation, environmental governance, biodiversity conservation, circular economy and renewable energy. Using a portfolio approach, the Programme also pursues linkages with other projects and programmes addressing complex development challenges under the framework of Sustainable Development Goals (SDG), 13th Five Year Plan of the RGoB, the United Nations Sustainable Development Cooperation Framework (UNSDCF 2024-2028) and UNDP’s Country Programme Document (CPD 2024-2028).

The Project Coordinator will work under the direct supervision of the Portfolio Manager, Environment and Energy, UNDP. He/she will be responsible for management of the projects by coordination with and working closely with the implementing partners from various Ministries, Civil society Organisations, Community Based Organizations and lead coordination with responsibilities and tasks of the position for the purpose of coordinating and Management of Plastics Waste and Circular Interventions on Plastics in South, Southeast Asia, and the Pacific  (TCCF Plastics Circularity Project) and several small grants programs.

He/she will also work with other agencies that are actively involved in fulfilling the broader objectives of mainstreaming waste recycling as avenue for enterprise development promoting practices circular economy, promote strategic partnership, coordinate over all implementation of the projects. S/he will works in close collaboration with other policy and programme portfolios and the Operations Team to ensure a collaborative and harmonized joint UNDP programme. Cross-cutting coordination with CO Communications, Gender and other relevant experts will be required to increase the impact of the development interventions. The Coordinator develops innovative solutions while ensuring oversight and compliance with UNDP rules, regulations, and policies. S/he manages partnership building and resource mobilization.

The Project Coordinator ensures effective oversight of programme management, accountability, and achievement of the CPD results within the assigned outcome. The incumbent works in close collaboration with Bangkok Regional Hub, UNDP HQ, staff from other UN Agencies and national partners from the Government, civil society, and donors through multilateral and/or bilateral arrangements.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

• Ensure the projects are implemented in compliance with programme and operations policies and procedures (POPP) and quality assurance standards as outlined in the approved Project Document, meet the requirements of UNDP and the Donors.
• Plan and prepare Annual Work Plan and Budget of the projects. 
• Coordinate with all project collaborators, implementers and stakeholders to ensure effective project delivery. 
• Coordinate prescreening of project concepts and project proposals.
• Advise potential grantees on project preparation processes and guidelines.
• Coordinate project board and technical meetings ensuring alignment with the project’s goals and timeline. 
• Identify potential risks or challenges to project implementation and propose mitigation strategies.
• Coordinate strategic oversights in Planning, budgeting, implementing and monitoring of projects
• Coordinate funds flows, submission of financial report
• Manage and provide timely update of project dashboards
• Identify and utilise opportunities for the project to achieve greater impact and synergies through partnership as well as through seeking collaboration across UNDP’s programmes/projects. 
• In coordination with the Project Management Unit and CO, Organize Technical Advisory Committee / Project Board meetings at least twice a year to present progress, issues and risks of the project and seek an approval from the Board for the Annual Work Plan.
• Preparation of periodic Annual Performance Report (APR) in close collaboration with PMU to be submitted to UNDP and donor agencies.

Financial and Administrative Management

• Coordinate budgeting and financial management activities, ensuring funds are allocated and monitored effectively. 
• Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations in accordance with the Standard Operation Procedures.
• Coordinate administrative functions related to project logistics, including travel arrangement, mission clearance, procurement and documentation.
• Prepare financial reports and project expenditure summaries, adhering to donor requirements and management financial policies.
• Manage and ensure timely reporting of financial dashboard.

Strategic Partnership and Knowledge Management

• Identifies diverse sources of funding and financing beyond the vertical funds to ensure a balanced portfolio, looking particularly at private sector opportunities, and other non-traditional sources. 
• Coordinate leveraging of co financing in the implementation of projects through strategic partnership with other projects, and development support Programs
•  Identify best practices and lessons learned from the project and share with stakeholders to improve the performance/ increase the effectiveness of the project implementation in collaboration with UNDPs Operations and Result Based Management Team.
• Act as a focal point of contact for stakeholders, fostering communication and collaboration among involved parties, including government agencies, Local Government, CSOs, private sectors, communities and development partners.
• Participate in relevant conferences, workshops, or other public forms to share results and lessons learned.
•  Identify training and capacity building needs among stakeholders and coordinate relevant workshops or training sessions. 
• Enhance project visibility through knowledge products and communication materials (comms stories, blogs, social media posts) in collaboration with UNDP Coms Team
• Support in disseminating high-quality knowledge and visibility of the project activities among the relevant stakeholders.
• Coordinate partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.
• Ensures quality and timely donor reporting and adherence to the conditions and requirements of partnership agreements by programme teams and projects.
• Coordinate and facilitate strategic dialogue between UNDP, project staff and Government officials at central and local levels, in project´s areas of work.
•  Provide inputs to UN coordination platforms and participate in meetings, as required

Ensuring oversight and compliance to Social and Environmental Safeguards

• Ensure that project data and achievements are documented accurately, adhering to monitoring, evaluation and reporting standards.
• Implement monitoring and evaluation mechanisms to track progress against project milestones and goals.
• Carry out the UNDP quality assurance assessment during implementation on a regular basis based on the ‘three-tier oversight’ support from UNDP: Country Office (CO), Regional Office (RO), and Headquarters (HQ).
• Ensure compliance to Project’s Social and Environment Screening Procedure (SESP).
• Develop annual reports for the project to the donors and provide regular support to monitoring and evaluation processes, in coordination with country office and the UNDP Result Oriented Annual Report (ROAR).
• Monitor project progress and provide timely and quality reporting of progress, including project quality standards, annual progress reporting and management responses.

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

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
• Negotiation and Influence. Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations.

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 channels
• Project Management. Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Partnerships Management. Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Climate    

• Circular economy and green economy. Ability to understand circular and green economy to be able to understand concepts, plan and integrate in action plans

Climate and Nature    

• Ecosystem based adaptation and management. Ability to have understanding of ecosystem-based adaptation and mitigation and able to recommend appropriate measures for locally led climate adaptation and mitigation. Ability to mainstream biodiversity conservation in local area planning, project development, livelihood enhancement