Programme Specialist (Head of PCOM Unit) Jobs in Lusaka Zambia UNDP Jobs in Lusaka Zambia View and Apply Programme Specialist (Head of PCOM Unit) Jobs in Lusaka at UNDP


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Background

UNDP Zambia is strategically repositioning its country programme
implementation based on emerging opportunities and UNDP’s comparative
advantages that maximizes partnerships, resource mobilization and impact in
keeping with UNDP’s mandate and its current Country Programme Document (CPD)
covering the period 2016 – 2021 and embarking on the next programme cycle to
support the Government of Zambia through its 8th National Development Plan
(8NDP).

In addition, the review of the programme portfolio also showed a pressing need
to recalibrate the programme implementation in Zambia through a more
integrated vision aligned with the current CPD, the six (06) signature
solutions of the current Strategic Plan and the RBA’s strategic offer and
where UNDP will fully play its integrator role for accelerating the
implementation of the Sustainable Development Goals (SDGs) in Zambia.

As the development world and UNDP Zambia move into 2021, defined as the Decade
of Action, with only 10 years left to achieve the SDGs, it is more pressing
that UNDP Zambia revisits its approach to programming to ensure both it
continues to explore new ways of optimally supporting the Government of the
Republic of Zambia (GRZ) to achieve the objectives set out in both Agenda 2030
and the 7th National Development Plan (7NDP) using a strategic approach to
planning resulting in an efficient and effective delivery of the Country
Programme to promote sustainable human development.

Against this backdrop and building upon the lessons learnt over the past
months, UNDP Zambia is strengthening its Programme Compliance, Oversight and
Monitoring (PCOM) Unit, which is a strategic advisory unit supporting both
Programmes and Operations Clusters under the direct supervision of the Senior
Management of the office through the Deputy Resident Representative (DRR) and
the overall oversight of the Resident Representative. The PCOM is composed of
three pillars, namely, the Programme Support, the Compliance, Monitoring and
Quality Assurance with the last being the Monitoring and Evaluation. The
former is composed of a pool of Programme Finance Analysts/Associates while
other two pillars are headed by a Programme Analyst at NOB level. The
Compliance pillar also includes a Programme Assistant providing support to the
Programme Analyst.

The Programme Specialist – Head of PCOM reports to the Deputy Resident
Representative (DRR) and acts as the technical specialist on all matters
related to Overisght, Compliance and Monitoring. S/he is responsible for the
management of the PCOM Unit supervising activities related to programme
management and advisory support, planning and forecasting of resource
mobilization and pipeline management, planning, monitoring and reporting. The
incumbent in close collaboration with the Operations Manager and the
Management Analyst (Digital Team and Business Development) 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 excellent 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 Country Office Management Team (COMT), s/he supervises and
leads the PCOM team while promoting 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 to support
national and direct implementations in an integrated manner at all levels.
S/he works in close collaboration with the Management Analyst (Digital Team
and Business Development), 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 newly established PCOM 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 Zambia and contribute effectively to the CO’s resource
mobilization efforts.

Duties and Responsibilities

Summary of Key Functions

Coordinate programme management, compliance, oversight and monitoring and
evaluation;
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 strategic partnerships and implementation of resource mobilization and
communication strategies;
Provides top quality advisory services to the Government and facilitates
knowledge sharing.
As a member of the CO Management Team (COMT), coordinate programme management,
compliance, oversight and monitoring and evaluation for achievement of the
following results

Manage day-to-day operations of PCOM Unit and provide required guidance,
problem solving and support to all Unit staff members, ensure proper staff
performance appraisal and promote personal and professional capacity
development
Provide leadership on all aspects of programme management, compliance,
oversight, monitoring and evaluation including 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 and Management Analyst
Develop PCOM strategy/annual work plan through the development of procedures
and mechanisms to timely delivery advisory services on programme management
while ensuring effective and optimal oversight and monitoring for the CO
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
Elaboration of proposals and implementation of cost saving and reduction
strategies in consultations with office senior management
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 projets) 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 granr 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
Provide dedicated strategic/management support to Senior Management to produce
quality briefs/concept notes on accountability, oversight, compliance and
quality assurance
Provide quality briefs and options to senior management on issues related to
the accountability, oversight, compliance and quality assurance
Advisory services concerning interactions/liaison with donors and partners,
including preparation of inter-agency reports
Provide additional support to Senior Management and undertake any specific
tasks requested by DRR
Lead risk management to ensure and maintain effective control systems in close
coordination/collaboration with the Management Analyst (Digital Team and
Business Development)
Establish a risk management strategy and framework by developing policy and
procedures for risk management, compliance and assurance system and process
from project level to CO
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 the CO risk logs to ensure that risks are adequately
assessed and escalated if need be while establishing adequate processes to
mitigate those risks
Advise the senior management with the support of the Management Analyst in
facilitating the development of partnership with the Government, private
sector, civil society and donors.
Ensure effective implementation and support to the Harmonized Approach to Cash
Transfer (HACT) focusing on achievement of the following results

Play a leadership and oversight role in the rollout of HACT, including the
establishment of strategic collaboration with UN agencies, government
counterparts, civil society, academia and other stakeholders
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 creation of strategic partnerships and implementation of the resource
mobilization strategy in cooperation with the Programme Unit, the
Communication, Management Analysts under the leadership of the senior
management and Resource Mobilization/Communication Committee focusing on
achievement of the following results

Support the development of tools and strategies to strengthen partnerships
with UN agencies, IFIs, bi-lateral and multi-lateral donors, Government,
private sector, and civil society based on strategic goals of UNDP, country
needs and donor priorities
Support the development and implementation of the Programme Communication and
Action Plan (PCAP) through the analysis and research of information on donors,
government programmes and budget, preparation of substantive briefs on
possible areas of cooperation, identification of opportunities for initiation
of new projects, active contribution to the overall office efforts in resource
mobilization
Act as ex-officio of the Resource Mobilization/Communication committee
Coordinate the development of tools to monitor the implementation of PCAP,
including the tracking of pipelines, timely set-up of pipelines in ATLAS and
recording of contribution financing agreements, etc.
Support the identification of advocacy and communication products to further
promote the visibility of UNDP in the programme country.
Provide top quality advisory services to the Government and facilitates
knowledge building and management including

Coordinate the preparation of manuals for NIM/DIM implementation for project
and counterparts
Contribute in close collaboration with the Knowledge Management focal point to
the development of knowledge products for various audiences
Provide support to the CO staff on project budgeting /accounting rules and
procedures and ways of improving of financial programme management;
Provide necessary ATLAS training sessions for the CO staff.

Competencies

Core Competencies

Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done

Technical/Functional Competencies

Design and Implementation of Management Systems

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

Building Partnerships

Ability to maintain a network of contacts and conduct basic research and
analysis

Knowledge Management

Ability to capture, develop, share and effectively use information and
knowledge

Client Orientation

Ability to establish effective client relationships

Promoting Accountability and Results-Based Management

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

Financial Planning and Budgeting

Ability to create and manage processes to achieve UNDP’s long and short-term
financial goals

Risk Management

Ability to identify and prioritize risks, and organize action around
mitigating them

Required Skills and Experience

Education

Master’s Degree in Business Administration, Audit and Accounting, Public,
Administration, Financial Management, Economics or related field

Experience

Five (5) years 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 in HQ or Regional Service Center for financial or programme
management is a strong asset and distinct advantage;
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 PeopleSoft (Atlas);
Experience in the usage of computers and office software packages, experience
in handling of web-based management systems;
Experience in capacity strengthening activities, adult learning or as trainer;
Proven ability to deliver under pressure and in short timeframes;
Demonstrated knowledge of UNDP programme and project management policies and
procedures is highly desirable;
Experience of accrual accounting, IPSAS or IFRS is highly desirable.
Certifications on UNDP IPSAS trainings on revenue for Revenue, Expenses and
Assets;
Strong interpersonal and communication skills.
Language

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

Other

UNDP Zambia is a non-smoking environment.

UNDP Zambia promotes a green workplace and diversity.

Qualified women and people living with disabilities are encouraged to apply.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an
international organization, may have significant implications for US Permanent
Residents. UNDP advises applicants for all professional level posts that they
must relinquish their US Permanent Resident status and accept a G-4 visa, or
have submitted a valid application for US citizenship prior to commencement of
employment.

UNDP is not in a position to provide advice or assistance on applying for US
citizenship and therefore applicants are advised to seek the advice of
competent immigration lawyers regarding any applications.

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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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Programme Specialist (Head of PCOM Unit) Jobs in Lusaka Zambia UNDP Jobs in Lusaka Zambia View and Apply Programme Specialist (Head of PCOM Unit) Jobs in Lusaka at UNDP


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