Programme Support Analyst (NOB) at United Nations Development Programme

Job Description

• 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.
• The UNDP Country Office (CO) in South Africa, as Government partner in the efforts to achieve the sustainable development goals, sought to reposition itself strategically and realign its human resources to better respond to the new Country Programme Document (CPD) 2020-2025 approved in June 2020 and ensure an effective and efficient contribution to address the intertwined challenges of poverty, inequality and unemployment that undermine the country efforts to achieve the Sustainable Development Goals. UNDP in South Africa works in the areas of (i)Transformative Governance, (ii) Inclusive and Sustainable Growth, (ii) Nature, Climate and Energy, with innovation and gender embedded in all programing. The program is implemented through various projects in partnership with a variety of partners, including Government entities, Civil Society Organizations, Public and Private Foundations, among others. UNDP adopts the National Implementation Modality as a norm, where implementing partners take the ownership and UNDP plays the oversight role. 
• As UNDP CO in South Africa is entering its 3rd year of CPD implementation and following reflections on the outcomes of the 2020 CO audit and the 2021 GEF projects findings and recommendations audit both conducted by the Office of Audit and Investigation, concluded that there is need to strengthen the program and operations oversight capacity to ensure that the CO is fully compliant with the organization policies, procedures, rules and regulations at program and project levels. 
• Against this backdrop and building upon the lessons learnt during the CPD implementation, UNDP South Africa is strengthening its Programme Compliance, Oversight and Monitoring (PCOM) Team, which is a strategic advisory team supporting both Programmes and Operations Clusters under the direct supervision of M & E Specialist, Head of the PCOM Team, and the overall guidance of the Deputy Resident Representative (DRR). The PCOM is composed of three pillars, namely, the Programme Support, Monitoring and Evaluation (M & E), Quality Assurance, including Social and Environmental Standards (SES) Safeguards. The team is currently composed by the M & E Specialist, M & E Analyst (UNV), Program Finance Associate and SES Analyst under recruitment. 
• The Programme Analyst is member of the PCOM team and reports to the Head of the PCOM Team Deputy Resident Representative (DRR) and acts as the technical analysts on all matters related to Oversight and Compliance and Monitoring. S/he is responsible supervising activities related to programme management oversight, quality assurance and advisory support, planning and forecasting of resource mobilization and pipeline management. The incumbent in close collaboration with the Operations Manager and PCOM team will play a pivotal role in the CO’s strategic planning, the identification of innovative programme activities and solutions, the coordination of cross-division initiatives and the alignment of the programme resource planning and the project execution/implementation to the corporate best practices and standards.  S/he is also expected to provide leadership to strengthen and empower the oversight function to ensure effective and transparent utilization of financial resources and integrity of financial services in the Country Office and timely quality assurance and optimal programme implementation.
• As a member of the PCOM Team, s/he promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations, UNDP’s Results Based Management (RBM) Framework and driving the CO support to capacity development of national implementation partners in an integrated manner at all levels. S/he works in close collaboration with the  Operations Manager and both Programme and Operations sections, Regional Bureau Country Oversight Team (RSCOT) in resolving complex programme and operations-related issues to successfully build up the capacity of the CO team to deliver quality services to our external and internal clients including Government officials, UN agencies, multilateral and bilateral donors and civil society to reposition the CO programme in South Africa and contribute effectively to the CO’s resource mobilization efforts.

Position Purpose

• Provide a brief, one paragraph summary of the position’s key objectives, contributions and scope of responsibilities to serve as an introduction to the Key Duties and Accountabilities.

Key Duties and Accountabilities

Summary of Key Functions:

• Coordinate programme management, compliance, and oversight;
• Advisory support to CO senior management on quality assurance of development results;
• Ensures effective implementation and support to the Harmonized Approach to Cash Transfer (HACT);
• Ensures effective management of partnerships and resource mobilization;
• Provides top quality advisory services to the Implementing Partners and facilitates knowledge.

As a member of the PCOM Team, coordinate programme management, compliance, and oversight for achievement of the following results:

• Coordinate all aspects of programme management, compliance and oversight, establishing tools for accurate data on programme performance;
• Contribute in the monitoring of established results frameworks, performance indicators, and delivery and resource mobilization targets;
• Work with programme managers to monitor delivery of core and non-core resources and pro-actively alerts the management on projects with delivery issues;
• Provide regular overview and analysis of all type of resources including local cost sharing, engagement facility, catalytic core resources (TRAC) and strategic resources allocated by the Headquarters (HQ)
• Set-up tools and strategies to establish the CO as a center excellence in all corporate performance management dashboards and reviews in collaboration with the Operations Manager;
• Ensure full compliance of the programme implementation with UNDP rules, regulations and policies to set-up financial recording/reporting system, timely follow-up of audit recommendations, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Effective application of RBM tools, establishment of management targets and monitoring achievement of development results;
• Continuous analysis and monitoring of the programme financial situation, presentation of forecasts for development projects, regular monitoring of pipelines, etc.;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies;
• Spearhead capacity building through training and advice in terms of systems, business processes, NIM and DIM implementation processes;
• Perform managerial and oversight functions in the ERP Peoplesoft Atlas as delegated by the Resident Representative in the approved localized Internal Control Framework (ICF).   

Provides advisory support to CO senior management on quality assurance of development results (programme and projects) while strengthening accountability and transparency for achievement of the following results: 

• Advise senior management on oversight, compliance and assurance issues affecting country programme, projects and operations;
• Provide ex-ante quality assurance of programmes, projects including LPAC quality assurance, including advice on implementation modalities and programme design, ex-ante clearance for financially substantive or high-risk contracts for NIM projects and DIM Letter of Agreements (LOAs), Responsible Party Agreements (RPAs), Low grant values or any other legal instruments, etc.;
• Prepare strategic financial reports for senior management including information related to programme and projects financial status, expenditure, budgets, delivery rate;
• Provide substantive advice on programmatic contractual arrangements to ensure full compliance with UNDP rules, procedures and policies and optimal risk management;
• Identify approaches and modalities to achieve management targets and increased efficiency resulting in delivery acceleration, sound financial management and optimal programme/project implementation;
• Lead risk management to ensure and maintain effective control systems:
• Establish a risk management strategy and framework by developing tools for risk management, compliance and assurance system and process from project to CO levels; 
• Ensure appropriate analysis for risk management at programme, operations and project staff level;
• Support senior management to ensure risk management is central part of programme management, identify, evaluate and advice on significant exposures to risk;
• Adapt existing risk management tools to ensure mechanisms are in place and functioning, advise and develop new tools and procedures;
• Ensure reporting on risk to Senior Management and HQ is clear and consistent and accompanied by actionable recommendations;
• Provide advisory services, lead and undertake cross-practice capacity risk assessments;
• Evaluate the effectiveness and efficiency of controls and promote the continuous improvement of the control environment;
• Effectively communicates on risk and control systems and information with appropriate units;
• Coordinate the review of CO risk logs to ensure that risks are adequately assessed and escalated if need be while establishing adequate processes to mitigate those risks.

Ensure effective implementation and support to the Harmonized Approach to Cash Transfer (HACT) focusing on achievement of the following results:

• Provide substantive advisory services to Programme Team Leaders and Operation personnel on leveraging HACT policy for the delivery acceleration and efficient project implementation;
• Serve as the focal person on HACT for the Country Office;
• Support the DRR for UNDP contributions to Country Common Assessment (CCA) in relation to macro-assessment exercise and plays a leadership role in inter-agency HACT task forces;
• Ensure timely conduct of HACT yearly audit exercise (optimal planning, adherence to OAI calendar, implementation of audit recommendations, monitoring and follow-up of audit issues, etc.);
• Coordinate the timely preparation and submission of the HACT assurance plan as well as ensuring its effective implementation (timely conduct of spot checks and release of associated reports, liaising with programme personnel for the set-up of assurance calendar, etc.);
• Regular monitoring of HACT Dashboard and all HACT indicators in the corporate performance tools such as the Integrated Finance Dashboard (IFD), UNDP at Glance, etc;
• Train and guide UNDP personnel, Implementing Partners (IPs) and Responsible Parties (RPs) as appropriate on HACT implementation;
• Monitor the implementation of HACT and recommend solutions to challenges in implementing HACT;
• Spearhead the set-up of capacity development plan for IPs/RPs including the timely monitoring of progress made and implementation of HACT micro-assessment recommendations.  

 Ensure and effective compliance with UNDP management of resources mobilization process focusing on achievement of the following results: 

• Support the CO program team in identifying new project initiatives, development of Concept Notes and their translation into Project Documents;
• Facilitates the presentation of Concept Notes and Project Documents to potential donors, with focus on UNDP program and project management procedures for projects design and management; 
• Support the preparation of Financing Agreements and engagement with development partners to ensure they understand UNDP standardized agreements and liaise with the Legal Office for any required waivers/exceptions; 
• Coordinate the development of tools to monitor and tracking of pipelines, timely set-up and update of pipelines in QUANTUM and recording of contribution financing agreements, etc.

Provide top quality advisory services to the government and facilities knowledge building and management including:  

• Coordinate the preparation of manuals for NIM/DIM implementation for projects and counterparts;
• Contribute to the development of knowledge products for various audiences in areas of his/her responsibility;
• Provide support to the CO staff on project budgeting /accounting rules and procedures and ways of improving of financial programme management;
• Provide necessary QUANTUM training sessions for the CO staff;
• Manage the CO SharePoint to ensure that key program and operations documents are properly filed and accessible;
• Regularly review the CO website to ensure that it is updated;
• Collect, file and disseminate knowledge products generated in the CO using the most adequate platforms.

Competencies

Core Competencies

• Achieve Result: 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.

People Management 

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

Business direction and strategy

• Strategic Thinking
  • Ability to develop effective strategies and prioritize plans in line with UNDP objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.
• Effective Decision Making
  • Ability to take decisions in a timely and efficient manner in line with one’s authority.

Business Development  

• Collective Intelligence Design
  • Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions.

Promoting Accountability and Results-Based Management

• Accountability
  • Ability to gather, analyze and disseminate information on best practice in accountability.

Business Management

• Digital Awareness and Literacy
  • Ability and inclination to rapidly adopt new technologies, either through skillful grasping their usage or through understanding their impact and empowering others.

Client Orientation

• Client Relationship
  • Ability to establish effective client relationships.

Design and Implementation of Management oversight systems

• Management Oversight
  • Ensuring UNDP   has  the  internal   management systems it requires to support the achievement of its objectives, and to function effectively and efficiently. 

Requirements:

Education

• Master’s Degree or equivalent in Business Administration, Audit and Accounting, Public Administration, Financial Management, Economics or related field. 
• Bachelor's degree in a relevant field with additional 2 years of qualifying work experience may be considered in lieu of a Master's degree.

 Experience, Knowledge and Skills

• Minimum two (2) years (Master's degree) or four (4) years (Bachelor's degree) of relevant experience at the national or international level in providing programme financial management services, accounting, programme oversight, monitoring & evaluation and/or auditing, preferably in a UNDP Country Office or regional or HQ location;
• Experience providing management advisory services and/or managing staff and operational systems and building relationships with partners and external clients;
• Demonstrated ability in people management and working with diverse teams in developing countries;
• Experience in handling of web-based management systems and ERP financials, preferably QUANTUM;
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems;
• Proven ability to deliver under pressure and in short time frames;
• Demonstrated knowledge of UNDP programme and project management policies and procedures is highly desirable;
• Certifications on UNDP IPSAS trainings on revenue for Revenue, Expenses and Assets is an asset;
• Strong interpersonal and communication skills.

Language

• Fluency in English with good verbal and writing skills is required.