Programme Management Analyst /Head of MSU

UNDP Rwanda has an established organizational structure that ensures efficient and effective delivery of the Country Programme Document (CPD) 2018- 2024. One of the key units is the Management Support Unit (MSU) which was established to provide robust management advisory support services to senior management, programme, and operations units.  The MSU acts as an oversight, support, and quality assurance unit aiming to make the CO more accountable regarding programme performance, management of results and programme financial resources. Over and above, MSU is critical in ensuring that the CO complies with the UNDP programme and operations policies and procedures.

The MSU is responsible for developing and mainstreaming practical tools and approaches to promote effective and efficient programme planning, implementation, review, monitoring, and evaluation. The Unit monitors and analyses the programme’s financial resources for effective planning and utilization according to the CO’s overall programme focus and priorities. The Unit also plays a key role in ensuring the compliance of the CO with corporate policies, rules and regulations and the alignment of the Country Programme to the Strategic Plan and changes introduced at the corporate level.   These tasks, in turn, facilitate the office’s ability to respond to the quickly changing development needs and enhance donor/stakeholder engagement while maintaining high standards of operation based on corporate policies and procedures in an accountable manner.  Furthermore, the Unit is critical in implementing the corporate enterprise risk policy and social and environmental standards (SES), amongst other key strategic documents.

Under the direct supervision of the Deputy Resident Representative, the Head of the Management Support Unit will work closely with the Operations Manager, Portfolio Managers, and Programme and Operations Units. The Head of MSU is expected to build lasting relationships with different units and project managers to strengthen information sharing, cohesion, and synergies within the office. This shall foster a conducive environment underpinned by a shared vision and collaboration to achieve the CO’s aspirations.

The Programme Management Analyst /Head of MSU will be expected to provide technical advisory and capacity development support in the following areas:

• Policy advice on UNDP strategic plan, quality assurance and compliance
• Coordination of units to comply with corporate policies and procedures
• Ensures prudent management of financial resources
• Support RBM implementation and quality assurance
• Partnership management and resource mobilization

1. Provision of policy advice to the CO’s Senior Management on alignment with UNDP Strategic Plan, key performance indicators, quality assurance and compliance.

• Support provided to the implementation of the CPD 2018-2024 in collaboration with the main partners and other UN Agencies;
• Support provided to the alignment of the CO with the UNDP Strategic Plan;
• Coordination with other units in the CO of the IWP and the ROAR exercises and other corporate planning and results reporting exercises;
• Guiding the programme towards proper programme and project management in line with corporate standards and policies;
• Support provided to the CD in business process mapping and the establishment of internal Standard Operating Procedures in Results Management and control of the workflows in the Programme Units;
• Coordinate the development of the CO portfolio/project quality assurance plan and implementation.

2. Coordination with the Programme Units and Operations Units to ensure the CO adheres to and complies with corporate policies and procedures.

• Support the effective implementation of the Internal Control Framework in collaboration with the Operations Unit;
• Coordination of all Audit exercises (NIM, DIM and CO) among programme, project and operations staff and ensure compliance with audit policies, quality standards and timeframes;
• Assurance of CARDS updates involving review of outstanding audit recommendations;
• Providing support and quality assurance of legal documents, including LOAs, MoUs, MCGs and Cost Sharing Agreements based on UNDP rules and regulations;
• Coordination of the HACT exercise to ensure HACT full implementation;
• Regular monitoring of the Atlas/Quantum Dashboard and Business Intelligence Dashboard (BID), identification of gaps and recommendation of remedial action;
• Routinely monitor financial exception reports for unusual activities, transactions and investigate anomalies;
• Support the development of Social and Environmental Standards (SES) plans and monitoring of risks;
• Monitor implementation of risk mitigation measures in relation to UNDP’s Enterprise Risk Management Policy.

3. Ensuring sound planning and monitoring of financial resources of the UNDP Programme.

• Effective monitoring and analysis of programme financial resources and delivery;
• Strategic oversight of planning, budgeting, implementation, and monitoring of the programme resources, tracking use of financial resources in accordance with UNDP rules and regulations. Also ensuring information in the MPTF Gateway is up to date;
• Increase efficiency and effectiveness of programming, maximizing the opportunities of the Quantum system, and regular review of Quantum data quality;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resource management system;
• Regular monitoring of the CO delivery, resource mobilization, TRAC Allocation, effective revenue management and cost recovery by way of GMS and DPC;
• Periodic monitoring of dashboards and exceptions, identification of remedial actions;
• Assist the CO in the compilation of procurement plans in liaison with project managers.

4. Support the implementation of Result-based Management (RBM) including oversight of UNDP Rwanda’s Monitoring and Evaluation policies and procedures, and provision of quality assurance to the evaluation processes.

• Establishment of a M&E system, based on Results Based Management, which ensures quality control of programme operations and results;
• Effective monitoring and evaluation with the aim of measuring the impact of the CO programme;
• Establish a quality and accountable reporting system;
• Coordination of the implementation of the evaluation plan, regular updates of the Evaluation Resource Centre;
• Support the utilization of evaluation findings and recommendations in improving programme quality;
• Review and quality assurance of development Projects’ work plans and budgets;
• Ensure Programme Board and Outcome Boards are in place to provide oversight over the course of implementing the Country Programme Document;
•  Identify capacity gaps among the Implementing Partners and Project Staff and conduct trainings as part of the capacity development.

5. Support the establishment and maintenance of strategic partnerships, resources mobilization and communication and timely donor reporting

• Effective and efficient clearance and implementation of the cost-sharing trust fund agreements;
• Regular monitoring of contributions according to the signed Agreements and payment schedule;
• Coordination of partnerships with the UN Agencies, IFI’s, government institutions, bi-lateral and multi-lateral donors, private sector, civil society etc;
• Alignment of areas of cooperation based on strategic goals of UNDP, country needs and donors’ priorities;
• Analysis and research of information on donors, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for cost-sharing and trust funds and strategize resource mobilization;
• Ensuring timely and quality donor reporting;
• Participation in inter agency and donor meetings and represent UNDP in various forums as required;
•  In collaboration with the communications and programme teams, develop and design programme/Project briefs and donor events to enhance visibility of UNDP’s Programmes/Projects among its existing and potential partners;
• Ensure prudent management of COs resource pipeline in Quantum+ Unity and provide regular updates to Management.

Institutional Arrangement

Under the overall guidance and direct supervision of the Deputy Resident Representatives and the close collaboration and guidance of the Resident Representative, the Head of the Management Support Unit provides advice to the DRR whilst supporting the programme units on strategic planning, monitoring and evaluation, audit, and implementation of the Internal Control Framework.  Additionally, the Head of MSU liaises with the regional Country Oversight and Support Team to ensure key performance indicators are monitored and targets are reached.  The unit is at the centre of promoting a collaborative, client-oriented approach consistent with UNDP rules and regulations.

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.

UNDP People Management Competencies can be found in the dedicated site

Digital & Innovation: Data analysis: Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making.

Audit and Investigation: Critical creative and fore sight applied to audit and investigation: Possess essential critical thinking and foresight capacity to analyze facts to form a judgment.

Ethics: UN policy knowledge – ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Communications: Digital strategy: Ability to plan the use of resources through digital channels to reach and engage target audiences effectively and to achieve particular objectives.

Finance: Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Finance: Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Ethics: Financial Disclosure and Conflict of Interest: Analyze and eliminate or mitigate potential and actual conflicts of interest disclosed in the annual financial disclosure programme

Education:

• Master’s Degree or equivalent in Development Studies, Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, law, or a related field.

Experience:

• Relevant experience providing management advisory services, hands-on experience in design, monitoring and evaluation of development projects and establishing inter-relationships among international organization and national governments;
• Demonstrated skills in financial management, managing audit processes and reviewing legal agreements are preferred;
• Experience in the usage of computers and office software packages, experience in handling web-based management systems’
• Experience in the UN and/or other development agencies is an asset;
• Knowledge of UN systems, i.e., ATLAS, Quantum, UN all and Power BI is an asset.

Language:

• Fluency in English is required .

Certifications:

• MSP, PMP or Prince certification is an added advantage.

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