Project Manager

Management of the project, implementing activities by mobilizing goods and services, in accordance with UNDP POPP and the UNDP Kosovo Standard Operating Procedures:

• Ensure timely and qualitative implementation of workplan activities;
• Continuously monitor progress against the approved work-plan, identify changes in the external environment and promptly agree necessary solutions or actions with UNDP office and Project Board;
• Prepare annual project work-plans and related sub-plans (procurement plan, quarterly plans if required, and others as necessary);
• Serve as an effective spokesperson internally and externally and form strong partnerships with institutional counterparts;
• Maintain positive working relations with all project stakeholders, including central authorities and agencies, international organizations and CSOs;
• Mobilize personnel, goods and services, and training activities, including drafting terms of reference and work specifications and overseeing all contractors’ work;
• Ensure implementation activities are in alignment with UNDP policy and programme management procedures and all project interventions integrate a gender equality perspective/gender equality mainstreaming to the extent local context allows;
• Monitor requests for the provision of financial resources by UNDP, through advance of funds, direct payments, or reimbursement using the Fund Authorization and Certificate of Expenditures (FACE) form;
• Monitor financial resources and accounting to ensure accuracy and reliability of financial reports; ensue preparation of budget revisions as necessary; follow up with UNDP programme associate and finance staff as required;
• Coordinate an exit strategy at least 6 months ahead of the project closure date; ensure closure of the project is done according to the established procedures.

Monitoring of progress and risks, ensuring that changes are controlled, and problems addressed; Reporting on progress including measures to address challenges and opportunities:

• Monitor events as determined in the project monitoring schedule plan and update the plan (in Quantum and off-Quantum) as required;
• Periodically update the project information in Quantum Project Management module;
• Manage and monitor the project risks initially identified and submit to the Project Board for consideration and decision on possible actions if required; update the status of these risks by maintaining the project risks log;
• In coordination with the Programme organize regular donor meetings and perform regular progress reporting to the project board/donor;
• Prepare progress reports within required frequency and using the template recommended by the UNDP office. Submit the report to supervisor in the UNDP programme team for review and clearance, according to the agreed timetable. Share report with the project board;
• Ensure reporting to the donor is prepared on time and meets required standards;
• Support the preparation of reviews and evaluations as defined in the project document;
• Prepare final project reports and papers;
• Ensure proper operational and financial closure of the project.

Support partnerships and advocacy activities at project level:

• Liaise with other UNDP projects to identify areas where policy papers, research, and other materials are developed and support the process directly;
• Link up project activities with related and parallel activities internally and externally;
• Keep updated with the activities of other development projects in the sector, establish contact and keep up-to date with their work;
• Ensure and coordinate meaningful participation of all national and international stakeholders in all phases of planning and implementation processes;
• Support the partnerships and advocacy activities agreed by the UNDP office in the area/sector covered by the project;
• Support with the implementation of other activities in the portfolio and office. 

Ensure implementation of knowledge management activities:

• Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices;
• Ensure the project has the required communication package and preparation, upon request of the UNDP office, of information materials for dissemination within UNDP globally and regionally, and to external stakeholders;
• Capture lessons learnt during project implementation through a lesson learnt log or another format which is deemed appropriate;
• Participate in regular internal meetings;
• Participate in training events, communities of practice, codifying and sharing knowledge, facilitation and organization of training for project staff to enable them to perform at the required level.

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

Institutional Arrangement: 

Under the direct supervision of the Governance and Peacebuilding Portfolio Manager, the Project Manager has the overall responsibility for achieving the project results (outputs) as defined in the approved project document and annual work-plans through timely and qualitative implementation and monitoring. The Project Manager will collaborate closely with partners and contractors.

• Project Management:   
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• 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. 
• Effective Decision Making:         
  • Take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources and take into consideration potential wider implications.
• 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.
• Risk Management:          
  • Identify and organize action around mitigating and proactively managing risks.
• Monitoring & Evaluation:              
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively.
  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.  
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively.
  • Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. 
  • Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. 
  • Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. 
  • Ability to make an independent judgement based on set criteria and benchmarks. 
  • Ability to anticipate client's upcoming needs and concerns.
• Rule of Law, Security and Human Rights:            
  • Access to Justice and Security for Women and Girls