Vacancy Announcement
Project Title: Infuse Inclusive for the Under-served Economy
Post Title: National Project Officer
Duty Station: Dili,
Contract Type: UNDP Service Contract (SC)
Duration: 6 months (with possible extension)
Level: SB-4
Expected Starting date: December 2009
Organization Unit: UNDP/UNCDF, INFUSE Project
Entry Salary: US$ 14,472 per annum
Entitlements/Benefits: Please obtain from the UNDP, Human Resources Unit
A. Background and Organizational Context:
INFUSE is a UNCDF program implemented jointly with UNDP and the Ministry of Economy and Development from 2008 to 2012. The purpose of the INFUSE program is to increase access to sustainable financial services for the low income population by providing technical assistance, training, and loan capital to financial service providers. This project is managed by the INFUSE program team Chief Technical Adviser (CTA) and reports to the Management Committee for Inclusive Finance (MCIF: comprised of the Ministry of Economy and Development and donors to the program). The National Project Officer (NPO) will have the overall responsibility of day to day program coordination and support under the direct supervision and guidance of the CTA. The NPO will work in close collaboration with a National Administrative / Finance Officer.
B. Functions and Responsibilities / Key Results Expected
The NPO plays a substantive role in the INFUSE team in providing timely and high quality communications, operational, and reporting support and coordination for the implementation of all program activities. The NPO also works in close collaboration with UNDP’s Operations & Support Teams to ensure coordination and conformity to UNDP’s established administrative, procurement, financial, reporting rules, processes and standards. S/he will also assist in liaising with the MCIF members, partners and stakeholders.
The key function is to provide daily coordination of program activities, and provide assistance and support to the program team in the implementation of INFUSE program activities to achieve successful implementation of the INFUSE program.
1. Assist in the administration and implementation of program delivery through various reporting systems, processes and procedures, and support results-based management. (Result: INFUSE contracting, awards, payments, and reporting will be completed quickly, transparently and without error.)
q Assist in the preparation of regular program reports.
q Present information/reports for identification of areas for support and interventions.
q Research and resolve questions related to processing of Performance Based Agreements and procurement of services.
q Coordination and management of day to day administrative and operational activities for the INFUSE program.
q Serve as the responsible focal point for program monitoring and evaluation, and UNDP country program reporting and planning
q Organize and facilitate workshops and meetings with partners and stakeholders.
q Provide guidance on administrative and operational policies and procedure to the INFUSE team and to the partners on routine implementation of projects.
q Analyze and identify operational and administrative problems, and develop creative solutions.
q Assist in processing of staff/workshop participants travel in line with procedures.
2. Coordinate and provide administrative support and assistance to the Team in implementing the program. (Result: INFUSE has necessary support to efficiently and quickly process contracts and awards, travel, and requests for information.)
q Coordinate with other INFUSE team members in conducting Administrative, Finance and Logistical functions and ensure timely and effective implementation of project activities;
q Organize receipt of proposals and requests from potential partners.
q Assist in preparing and processing performance based agreements.
q Assist in the recruitment and contracting of short-term consultants and other procurement services
q Manage and monitor the timely receipt of partner reports.
q Assist in the follow up on reports from partners, including aggregating basic information and data provided.
q Assist in the preparation of annual work plans and results reporting and conduct data collection as necessary.
q Work closely with other departments for the consolidation of reports to UNDP and UNCDF management.
q Prepare monthly progress updates, Quarterly and Annual reports to the GoTL, MCIF, UNCDF and UNDP;
q Manage travel and logistical arrangements for INFUSE staff and for visiting missions and in obtaining visas for staff and consultants traveling to the field.
q Maintain good communication and build relationships and networks with relevant ministries and government offices such as the MoED as well as key partners and stakeholders.
q Transfer knowledge on program policies and procedures to local partners.
3. Support to the effective functioning of the MCIF (Result: Regular MCIF run smoothly, requests are met quickly, efficiently and respectfully, and all meetings and correspondence with the Committee is tracked and archived)
q Provide timely support to the MCIF in terms of effective communications, organization of meetings, calls, and videoconferences and ensure timely reporting.
q Prepare documentation for MCIF meetings, prepare minutes, and track follow up.
q Compile reports on project awards, track disbursements and expenditures against benchmarks.
q Assist in tracking and reporting on mobilized resources.
4. Support to Implementing Partners. (Result: relationships and partnerships developed, and mutual obligations met efficiently and respectfully)
q Assist the implementing partners to comply with Performance Based Agreement obligations, including reporting.
q Provide information from INFUSE and assist with finding answers to queries.
q Arrange meetings and maintain communication channels.
q Identify solutions for problems encountered by partners during project implementation
q Research and collect information on partners that are presented in the media or public forums.
5. Participation in knowledge building and knowledge sharing. (Result: INFUSE is viewed as a reliable, organized, and transparent source of information and takes the lead on sharing information with stakeholders in
q Coordinate with UNDP and UNCDF’s communications and knowledge management teams.
q Disseminate information on the program to stakeholders and partners.
q Coordinate and /liaise with editors, translators, and printers of INFUSE reports, briefs and other knowledge products before publishing
q Maintain knowledge product database of external materials collected by INFUSE staff.
q Liaise with regional centers, UNDP country offices and development partners for information sharing
q Manage logistical arrangements for conferences/workshops/meetings undertaken by the INFUSE Team.
q Create information packages, letters of invitation relevant to upcoming events
5. Enhanced learning and professional development. (Result: Program Assistant is up to date on the latest skills and training needed to efficiently support the INFUSE team.)
q Enroll and completion of online learning courses – including mandatory UNDP courses related to Atlas, internal processes
q Participate in training and capacity development activities
q Pro-actively learn about the INFUSE program and microfinance sector to effectively support the program and its partners, and reporting obligations.
C. Functional Competencies and Critical Success Factors:
In addition to specific job tasks, the NPO is expected to carry out their work with professional standards demonstrating the skills and behaviors as listed below.
Development an Development and Operational Effectiveness
Operational Effectiveness
q Ability to organize and perform a variety of specialized tasks simultaneously related to Results Management, including administrative support to design, planning and implementation of program, managing data, reporting.
q Actively follows up with others to advance tasks
q Provides guidance on policies and procedures
q Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of program, managing data, reporting.
Leadership and Self-Management
q Focuses on results for the client and responds positively to feedback
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure
q Interacts with others in a professional, respectful, and friendly manner
q Pro-active, takes initiative and creatively provides solutions to problems
q Completes tasks efficiently and with minimum supervisory follow up
q Manages own time and tasks effectively and efficiently
q Carefully checks own work for accuracy and completeness
Knowledge Management and Learning
q Shares knowledge and experience
q Actively works towards continuing personal learning, and applies newly acquired skills
q Demonstrates openness to change and ability to manage complexities.
D. Recruitment Qualifications:
q Master’s Degree or Bachelor’s degree, in finance, business administration, economics, accounting, marketing or a related field.
q Depending on educational background, 2 (with master’s degree) to 4 (with bachelor’s degree) years of progressively responsible program experience
q Experience with the UN organization/agency is an asset.
q Experience in managing reports
q Excellent writing, communication and organization skills;
q High level of accuracy and reliability
q Strong written and spoken skill of the UN working language (English) of the duty station. Knowledge of Portuguese, Tetum and/or Bahasa Indonesia preferred
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 9 November 2009.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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