Project Manager

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 

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. 

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

Public administration should have sufficient capacities to develop and implement effective policies that promote sustainable human development opportunities for everyone. A capable public administration is critically important in the current conditions of a series of global crisis which has affected economies, prices and costs of living, inequalities, and social cohesion. In such environments policy-making processes and a public administration capable of and willing to develop effective policies, with limited resources, become imperative. Public policies should ensure that governance is strengthened, quality public services are provided, human rights protected, economic opportunities created, and poverty and inequality reduced.

Modernizing public administration is a key institutional priority aimed at closing legal and policy gaps, and at building a credible, transparent system that ensures merit-based recruitment and promotion, as well as equal opportunities for all people. However, the civil service continues to struggle with attracting and retaining quality staff, mainly due to low salaries, and a lack of performance-based incentives.

The “Excellence Fund” project will provide support to Kosovo central institutions, building on UNDP’s experience and lessons learned from previous capacity development interventions which contributed to improved service delivery and achievement of strategic goals. The overall objective of the project is to improve institutional capacities in planning, implementation, and administration, for effective, efficient and gender-responsive governance, which responds to institutional short and medium-term needs.

The demand-driven aspect will ensure that critical needs, as identified by institutions, are addressed quickly, contributing to improved institutional performance and implementation capacities, with the primary aim to achieve short to mid-term goals. 

Duties and Responsibilities

Under the guidance of the Governance and Peacebuilding Portfolio Manager, the Project Manager will execute duties and responsibilities outlined below in the following functional areas:

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;
• 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;

Support partnerships and advocacy activities at project level:

• Liaises 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;
• Be familiar 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 Kosovo 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;

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 lessons learnt log or another format which is deemed appropriate;
• Participation in regular internal meetings;
• Participation 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.

Competencies

Core Competencies

Achieve Results:         

• LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively:        

• LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.

Learn Continuously:     

• LEVEL 2: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility:         

• LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination:             

• LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner:     

• LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

Enable Diversity and Inclusion:              

• LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross Functional and Technical Competencies

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 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 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           

• Women's Access to Justice.

Required Skills and Experience

Education:

• Master`s degree in international relations, political science, social science, public administration or a related field is required, OR;
• Bachelor’s degree in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Minimum 2 years with Master`s degree OR;
•  Minimum 4 years with Bachelor`s degree of professional experience in a similar role and in establishing relationships with central and local institutions.

Required skills

• Experience and proven track record in coordinating complex projects in multi-stakeholder environments, preferably on issues related to capacity development, public administration, or public services.
• Previous experience in development assistance or related work for an international agency or donor organization.
• Experience in engaging with partners and stakeholders to generate consensus and ensure project objectives are met.
• Previous experience in performing a variety of tasks related to Results-Based Management, including support to design, planning and implementation of the project, reporting, designing interventions, and taking corrective actions when required.
• Experience in leading business process.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Desired Skills

• Experience in a supervisory role is desirable.
• Demonstrates integrity by modeling the UN’s values and ethical standards.
• Promotes the vision, mission and strategic goals of UNDP.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favoritism.
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.
• Actively promotes gender equality in all project activities.

Required Language(s)

• Fluency in English is required.
• Fluency in Albanian or Serbian is required.

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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