Programme Analyst for Programme Quality Assurance (m/f)

Description

• Under the overall guidance of the Deputy Representative (DR), the Programme Analyst for Programme Quality Assurance is based in Country Office (CO) and reports to the Assistant Representative (ARR). The Programme Analyst guides the appropriate application of systems and procedures, by assisting operational planning, managerial and coordination support to all aspects of the work of the Programme Team. She/he assists the DR and ARR in carrying out Programme level responsibilities for quality management and assurance according to the policies and procedures of UNFPA, and developing enhancements as required. The Programme Analyst expedites and coordinates project implementation establishing collaborative relationships with executing institutions, experts, government and civil society counterparts and other UN agencies facilitating timely and efficient delivery of programme results and addressing training needs of involved institutions. She/he also serves as a technical resource in her/his field of specialty for all stakeholders of UNFPA Country Programme
• The Programme Analyst will provide technical, operational and coordination support acting as an interface between programme and operations units within and outside the Programme, strongly supporting monitoring, coordination, and collaboration within the CO to ensure programme quality assurance in an integrated and systems strengthening approach. The primary roles of the Programme Analyst are: a) Support the improvement of effectiveness and efficiency of the CO programme delivery and monitoring; b) Regularly revise partners implementation progress and delivery; c) Support programme unit quality assurance and compliance with applicable rules, regulations, policies and procedures; iv) Support capacity development of staff and implementing partners (IPs) in corporate systems, norms and guidelines, as a focal point both for UNFPA staff and IPs in the Country Office and in the sub-offices
• She/he reports directly to the CO Assistant Representative and provides regular and objective programmatic assurance advice, designed to add value and improve CO programme operations. She/he supports the DR and ARR and helps programme team to accomplish its objectives by bringing a systematic, disciplined approach to improve the effectiveness of governance, risk management and control processes, aiming to encourage programme good governance, in an environment of accountability and transparency and that CO operates effectively and efficiently while continuously improving its performance
• S/he assists the DR and ARR in fulfilling responsibilities for programme financial management and reporting, audit matters, risk management, the systems of programme internal control and accountability, and the oversight process working in close collaboration with relevant staff in the operations team. The primary role is to advise the ARR and DR, taking into account the organization's process for monitoring compliance with the Rules and Regulations adopted by the UNFPA

Duties

Programme planning, operations and implementation

• Supports enhanced engagement in programme planning, design and operating effectiveness through Implementing Partners Annual Work plans; accomplishment of guidance on actions needed prior to design and approval of the workplan; and follow recommended steps for design and approval of the workplan
• Ensure the guidance on the creation and revision of workplan activities is followed by programme team
• Ensure the partners workplan budget is aligned estimated resources needed to implement activities to deliver expected programme results and overall available resources
• Ensure all AWP have detailed budgets for each activity, separating each source of funding. All detailed cost estimates should be annexed to the Workplan and uploaded to facilitate programmatic and financial planning and management
• Ensure alignment between AWP budgets and KK budgets
• Ensure proper creation of new project IDs, creation and revisions of AWP, ensure documentations including micro assessments, PSEA assessment, etc are uploaded following corporate rules
• Monitor AWP management according to the UNFPA updated rules and regulations. Ensure no funds are to be committed or disbursed to an implementing partner before a workplan has been signed by the authorized official, as identified in the Implementing Partner Agreement (“IP Agreement) for the implementing partner and RR. There should be only one workplan per implementing partner for each department, i.e., country office, regional or sub-regional office, or headquarter branch
• Monitor programme regular resources, and non-core funds commitments are valid for the calendar year and all activities, including Programme Coordination and Assistance (PCA) for UNFPA-implementation, must be included in a workplan
• Ensure observation per UNFPA Financial Regulations and Rules, on workplan termination, closure of the year, for costs incurred to implement the workplan, up to the effective date of termination, including: a) reasonable costs incurred in winding up its implementation of UNFPA assistance and b) a prorated share of support costs allowable, as per the workplan, corresponding to the amount spent up to the date of termination in relation to the total UNFPA allocation

Technical Support and Capacity Development

• Analyze and appraise incoming technical documents, and advise on actions required
• Draft statements, talking points, briefing notes and correspondence; prepare background papers and briefing documents; and, draft substantive content for presentations
• Provide technical support to programme assistants and associates, to ensure observation of Programme management rules and regulations including 1) Quantum management; 2) AWP quality assurance; 3) Programme Spot checks and audits in close collaboration with the International Operations Manager Prepare substantive analyses and summaries of reports and documents requiring ARR review, comment, clearance and approval
• Undertake literature reviews, desk research, environmental scanning and future casting on substantive and technical issues
• Provide guidance and advice to Programme team to facilitate implementation of decisions received from ESARO and other HQ units, as well as of decisions made by the RR and the Senior Management Team as relevant
• Coordinate the preparation of and/or draft position papers, technical reports, state of the art technical and policy papers and other documents required by the ARR; and, undertake bibliographic searches, and prepare analyses from databases
• Coordinate the agenda and inputs to Country Programme Review Task Force (CPRTF) for programme innovation, knowledge sharing; common position for UNSDCF and monitoring of the implementation of the Country Programme
• Supports the CO as part of the HACT Advisory Committee at the United Nations Mozambique with the objective of: Improving the effectiveness of the framework; Streamlining CO practices and reduce burden on implementing partners (IPs) and agencies; Clarifying guidelines or developing additional guidelines to support consistent implementation of the framework; and Addressing issues and recommendations identified in recent assessments of the HACT framework prepared by various United Nations agencies

Oversight of Programme

• Support the DR and ARR to implement the oversight policy which aims to encourage good governance, create the necessary environment of accountability and transparency in UNFPA and ensure that the organization operates effectively and efficiently. In particular, support the team members involved in the oversight process of review, monitoring, evaluation, supervision, reporting and audit of the CO programmes, activities, policy implementation and results, to ensure organizational, financial, operational and ethical accountability, effectiveness of internal controls and prevention of fraud and malpractice
• Act as a Programme focal point in the coordinated planning of IP spot checks and audits
• Ensure programme unit is informed and compliant to Policies and Procedures Manual that are normative and prescriptive instructions intended for general application which guide decisions to achieve a desired outcome
• Support the DR and ARR on the oversight of programme management processes and controls in the areas of:
• Implementation and delivery
• Programme Risk management
• Programme planning and implementation
• Programme monitoring and evaluation
• Implementing Partner (IP) management – (including HACT assurance and PSEA)
• Programme funding management
• General programme administration oversight on issues such as Travel and programmatic procurement
• Ensure the administration by the implementing partner of cash transferred from UNFPA is carried out under its financial regulations, rules and procedures to the extent that they are found appropriate
• Support management to coordinate relevant feedback and inputs to annual reports; relevant audits and evaluations requiring management responses; UN reports; and others
• Assist in implementing knowledge management strategies to capture lessons learned and best practices, and managing the shared documents site (iDOCs), including relevant annual work plan (myResults), office donors reports, IPs assurance management Plan etc.

Support for Monitoring and Evaluation

• Support to the M&E specialist to conduct systematic and routine collection of information from projects and programmes and in keeping track of requests received by the Senior Management team
• Assist the DR and ARR with specific tasks in monitoring and follow-up on the CO SIS MyResults, MyRisks, MyReports, MyDashboard and ERM frameworks
• Support knowledge management facilitating planning, organizing, including by administering knowledge sharing via iDOCs , which includes the functioning of knowledge-sharing systems

Support for Coordination and Communication

• Ensure updates on the UN Partner Portal for simplifying and strengthening UN partnership processes
• Support the DR and the ARR participation in UN reform, Agenda 2030, ICPD25 and SDG processes as required
• Follow-up on decisions related to UN joint recommendations on HACT, ICPD25, Agenda 2030 and other key corporate initiatives; and draft responses on questions related to these issues
• Support the ARR in partnership engagements including arranging meetings; supporting the ARR oversight mechanisms of Joint Programmes and others as relevant
• Coordinate, schedule, and record the minutes of CPRTF, and other meetings attended and chaired by the ARR, and follow-up on actions required as a result of these
• Facilitate the ARR coordination work with the Operations Unit, Humanitarian Team, Communications and Strategic Partnerships, and any other relevant Units
• Facilitate the coordination of contributions from across CO units to tasks/deliverables requested to/by the ARR as required
• Facilitate the preparation of the DR and ARR engagement in the Steering Committees, All staff meetings and other internal meetings and events including IP meetings such as ARM and MYR meetings, etc.
• Assist the ARR and his/her colleagues in coordinating the sharing of relevant information within the CO
• Coordinate the regular communication of the work of the Programme Team and related technical updates and facilitate the ARR communication efforts including periodic updates, on-line communication and technical management related issues
• Participate in CO task forces, working groups, and coordination meetings as requested by Senior management team
• Under the guidance of the ARR and DR, work closely with the Personal Assistant to the RR and the Finance
• Assistant in the Operations Unit, to streamline work flows and continuously improve efficiency of workload management by the COe
• Other:
• Carry out any other duties as may be required by the Senior management
• When appropriate, undertake other managerial and/or programme implementation duties assigned by the
• Assistant Representative, Deputy Representative and/or Representative

Requisites

• Master’s degree in public administration, account and or audit social sciences, or other related disciplines or a degree is any of the subjects and additional seven years of relevant experience
• Knowledge and experience:
• 2 years of responsible professional experience in the substantive area, preferably in audit and accountability, international relations, public administration, in UN, NGO and/or international institutions
• Knowledge and understanding of project management, planning, reporting and monitoring, and coordination especially in the UN
• Good knowledge of the programme development mechanism of the United Nations country programmes and familiarity with UNFPA programmes, role, mandate and policies
• Language Requirements:
• Excellent oral and written communication in English and Portuguese
• Computer Skills:
• Proficiency in the latest office software applications, including management of information system(s)
• IT Ability to familiarize with ERP (Atlas), PeopleSoft, SAP, or other web-based integrated system
• Required Competencies:
• Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change
• Core Competencies:
• Achieving results
• Being accountable
• Developing and applying professional expertise/business acumen
• Thinking analytically and strategically
• Working in teams/managing ourselves and our relationships
• Functional Competencies:
• Logistical support
• Managing data, documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing financial processes
• Job knowledge/technical expertise
• Managerial Competencies (if applicable):
• Providing strategic focus
• Engaging internal/external partners and stakeholders
• Leading, developing and empowering people/creating a culture of performance
• Making decisions and exercising judgment

Benefits

• This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable

Notes

• Only shortlisted applicants will be contacted
• Indicate the source of this job post: emprego.co.mz
• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities
• In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment