National project manager

Background

Due to its location, topography, and vulnerability to cyclic climatic events (ENSO oscillations), Timor-Leste faces high levels of risks associated with natural hazards. Every year, the country suffers from localized events including, floods, landslides and strong winds. Vulnerable communities have borne the impacts of such natural hazards, which often exacerbate food insecurity. Due to its proximity to an active sub-duction zone, the country is also prone to earthquakes and tsunamis, which could significantly affect the lives of people and have an enormous impact on economic and social infrastructure.

The overall objective of the project is to develop national Disaster Risk Management (DRM) capacity at the national and district levels, including in communities vulnerable to natural disasters and climate change. In order to achieve this objective the National Disaster Management (NDMD) and UNDP have agreed to focus on four key priorities: (i) undertaking a National Risk and Vulnerability Assessment as a basis for decision-making; (ii) mainstreaming DRM and Climate Risk Management (CRM) in Government planning; (iii) establishing and strengthening institutional and operational mechanisms needed for the implementation of the DRM Policy; and (iv) expanding community-based disaster risk reduction with special emphasis on promoting women's participation.

The project will build on UNDP past support to NDMD, as well as ongoing partnerships with IoM and NGOs, particularly in the districts. It will also establish synergies with the UNDP Environment Portfolio, namely projects concerned with Climate Change (CC) Adaptation and Environment Management.

Duties and responsibilities

Under the overall guidance of the NDMD, UNDP Country Office Crisis Prevention and Recovery Unit, and the direct supervision of the Chief Technical Advisor (CTA), the Project Manager (PM) is responsible for the day to day management of the Disaster Risk Management Programme, including planning, implementation design, and formulation of the annual implementation work plans as well as technical oversight, in close collaboration and coordination with Government of Timor Leste and the UNDP Programme Officers who monitor day-to-day implementation of the projects in line with approved work plans. The incumbent will be responsible for identifying synergies and for ensuring cross-unit cooperation and coordination with other Programme areas in UNDP as well as with other UN agencies.

The PM provides policy advice to the relevant counterparts and leads policy advocacy in the Programme area and liaises in close coordination with the CTA and UNDP CPR Unit with other UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society in the areas pertaining to the Programme.

The PM supervises project team and works in close collaboration with the CO projects and programme staff, operations team in the CO, programme staff in other UN Agencies, UNDP HQs staff and Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society to successfully implement the DRMP. The PM works on a daily basis with numerous DRM stakeholders, necessitating that the incumbent be able to develop and maintain viable working relationships with colleagues across the organization and in government offices and work in a responsive client oriented and problem solving manner.

The PM is expected to spend a minimum of 25% of his/her time in field sites outside the Dili office, including travel to remote field locations as required.

Summary of key functions

• Management of the Disaster Risk Management Project
• Efficient support to tasks related to advocacy, programming, monitoring and evaluation, and representation
• Strategic partnership and resources mobilization
• Development and maintenance of positive working relationships with key stakeholders, especially Government of Timor Leste counterparts
• Facilitation of knowledge building and management

Ensures the strategic direction of programme focusing on achievement of the following results:

• Provision of advice on strategies, policies and plans affecting programme operations, delivery of practice advisory, knowledge and learning services
• Establishment of collaborative arrangements with project potential partners and appropriate operational partnership arrangements
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment
• Monitor and analyse key economic, social and political developments in the country which effect regional/local or national development; through this process, identify development needs and potential solutions relevant to project activities
• Contribute to policy dialog on the issues of communities engagement in the decision making process on the local level with the Government, donors, civil society, private sector as relates to DRM and related areas, including climate change adaptation.
• Advocate, promote awareness and understanding of local sustainable development issues in the context of MDG’s, climate change, environment, and DRM
• Ensure that UNDP objectives and activities are well coordinated with plans and activities of local partners

Ensures effective and accurate overall management of the programme focusing on achievement of the following results:

• Under the leadership of the NDMD, Head of CPR Unit and technical guidance of the CTA, effectively manage the CBDRMP team, ensure proper training, guidance and coaching opportunities for all personnel and local leaders assisted by the project
• Implement the project activities in accordance with UNDP financial Rules and Regulations and the Internal Control Framework for UNDP Timor Leste
• Preparation of project implementation activities and selection of implementing partners such as government institutions, service providers, and NGOs. Managing calls for bids and for proposal and selection of implementing partners within the UNDP contractual framework for project activity implementation. Design the scope of works and TORs for the bids and call for proposals
• Manage day to day administrative matters for the project with the support from the programme administrative staff
• Create systems of effective financial, administrative and logistical processes to facilitate community-level work
• Ensure full transparency and access to information about UNDP activities in within the CBDRMP Programme
• Participate in communication and media activities. Ensure project web-site updates
• Coordinate distribution of the project related information. Ensure visibility of the Donor and Implementing Partners in all project outputs

Ensures efficient support to tasks related to advocacy, programming, monitoring and evaluation (M&E), and representation focusing on achievement of the following results:

• Supports gathering of data/information for programme monitoring and evaluation processes ensuring compliance with UNDP M&E requirements in reporting on programme results and progress towards outcomes.
• Ensure proper monitoring and evaluation procedures are instituted in all project activities
• Ensure proper monitoring of project progress against annual and quarterly work plans and budgets
• Coordinate and oversee the preparation of the substantive and operational reports from the programme/projects
• Develop annual work plans, budgets draft report and other document for the management and reporting of project activities
• Manage the accurate and timely reporting on the progress of the project with a specific focus on the activities and funds utilized. Ensure that reports are provided to donors according to UNDP’s contractual obligation
• Monitory project inventory, attendance records, filing system. Assure correct personnel management and procurement of goods and services

Establishes and maintain strategic partnership and implements the resources mobilization strategy for the CO focusing on the achievement of the following results:

• Establishes and maintains dialog with government officials, both local and national, NGOs, partners, donors and communities to provide knowledge and understanding, ensuring accurate interpretation of the programme’s mission
• Identify areas of cooperation and coordination with other UN agencies for the implementation of joint activities related to the programme
• Collect and make analysis of information on donor contracts, funding priorities, criteria and processes related to the programme
• Promote and explain the UNDP projects and support the UNDP CO activities in interaction with donors
• Identify opportunities for the implementation of the project making specific recommendations on actions needed
• Assist communities in identifying resource mobilization opportunities
• Support CO resource mobilization efforts

Ensures facilitation of knowledge building and management, focusing on the achievement of the following results:

• Prepare knowledge products, related to the thematic areas under the project
• Facilitate learning and experience sharing for government officials, local community leaders and experts
• Contribute to national and global knowledge networks

Impacts of Results

The position will help strengthen UNDP’s delivery of the Disaster Risk Management Project in support to Timor Leste’s Policy for Risk Management and other relevant national policies, in part through the establishment and/or strengthening of strategic partnerships as well as support to resource mobilization. The post increases the visibility and contribution of UNDP in this important area.

Competencies

Outlines of Required Functional Competencies:

• Advocacy/Advancing A Policy-Oriented Agenda
• Results-Based Programme Development and Management
• Building Strategic Partnerships
• Innovation and Marketing New Approaches
• Resource Mobilization
• Promoting Organizational Learning and Knowledge Sharing
• Job Knowledge/Technical Expertise
• Client Orientation

Core Competencies:

• Promoting ethics and integrity, creating organizational precedents
• Building support and political acumen
• Building staff competence, creating an environment of creativity and innovation
• Building and promoting effective teams
• Creating and promoting enabling environment for open communication
• Creating an emotionally intelligent organization
• Leveraging conflict in the interests of UNDP & setting standards
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Fair and transparent decision making; calculated risk-taking
Required Skills and Experience

Education and experience

• Master’s degree or equivalent in Environmental Studies, Economics, Political / Social Science, Business/Public Administration, or other development-related field with at least 5 years of experience, or Bachelor's degree in the above-mentioned fields with at least 7 years of experience.
• Experience in managing staff and operational systems and establishing inter-relationships among international organization and national governments in the areas related to disaster risk management programming
• Experience in crisis and post-conflict countries
• Knowledge and experience of UNDP and UN system policies ad programming is desirable

Language requirements

Fluency in spoken and written English and Tatum