National project officer for community-based disaster risk management

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 direct supervision of the DRM Project Manager (PM), and technical guidance and supervision of the Chief Technical Advisor (CTA) the incumbent will ensure all activities related to Climate Risk Management (CRM), Community-based Disaster Risk Management (CBDRM, Early Recovery (ER) and Emergency, Preparedness and Response (EPR) are implemented as integrated part of DRMP in full synergy with UNDP Energy Environment & Climate Change and Poverty Reduction Units relevant programmes, in a timely, efficient and politically sensitive manner. In order to fulfil this task, the project officer (PO) will carry out regular stakeholder consultations, field visits, closely liaison with the line ministries, organizations as well as target beneficiaries and end- user agencies.

Support the Project Manager in carrying out day-to-day management and the delivery of outputs and activities related to CRM, CBDRM & EPR as integrated part of DRMP in a timely, efficient and dynamic manner. (30%)

• Ensure coherent and consistent delivery of all outputs related to CRM, CBDRM, EER & EPR, building UNDP reputation for quality design and reliable delivery;
• Prepare inputs and regular updates to detail work plans, action plans, calendar of events, M&E framework and plan, risk, issue and lessons learned logs in consultation with the implementing partners and stakeholders of the CRM, CBDRM & EPR issues;
• Prepare the terms of reference for required services in consultation with the implementing partners and the DRMP team;
• Work closely with the PM to identify potential issues and problems related to CRM, CBDRM and EPR and to prepare a set of recommendations and to obtain any support/ advice required for the management, planning and control of DRMP;
• Ensure execution of related activities is consistent with the DRMP objectives and plans, integrated with other activities and is relevant to the DRM context of Timor-Leste;
• Ensure synergy of CRM, CBDRM, ER and EPR with relevant UNDP supported programmes;
• Keep abreast of CRM, CBDRM, ER & EPR issues and dynamics in Timor-Leste which will impact on delivery of the DRMP and potential follow-on programming and provide regular updates to the PM;
• Support and contribute to the development of contingency plans to address anticipated challenges;
• Timely mobilization and utilization of DRMP subcontracts, training and equipment inputs to the CRM, CBDRM, EER & EPR activities with respect to Timor-Leste’s diversity;
• Develop Terms of References of all required services (individuals and companies) and actively participate in the recruitment process as required by the PM;
• Coordinate respective national and international consultants to ensure that contracting processes are in accordance with planned schedules and deliverables;
• Work with the DRMP team and implementing partners in developing and adopting replication and sustainability strategies of all approaches and results, which are appropriate for Timor-Leste context;
• Actively work with the gender and social inclusion team to develop and implement strategies to promote gender equality and social inclusion for sustainable DRM.

Develop and maintain effective relations with the concerned partners and counterparts of the CRM, CBDRM, ER & EPR issues. (20%)

• Support the PM in representing the team in all relevant meetings, events and other activities as required;
• Work closely with the concerned staff of the UNDP Energy, Environment and Climate Change and Poverty Reduction Units, respective contractors and other key stakeholders that impact DRMP delivery in order to ensure inputs and outcomes are met in a timely manner;
• In close collaboration with the PM, CTA and the CPR Unit, contribute to the development of appropriate working relations with national stakeholders to advance buy-in and national ownership of relevant aspects of the DRMP;
• Support the PM in liaising with respective contractors and other key stakeholders that impact DRMP delivery in order to ensure outcomes are met in a timely manner;
• In close collaboration and coordination with the PM, liaise with UNDP management and partners as necessary;
• Support resource mobilization efforts by coordinating the preparation of quality reports and other such documents.

Carry out monitoring and evaluation, planning and reporting responsibilities related to CRM, CBDRM, ER and EPR. (15%)

• Contribute to development of M&E framework and establishment and maintenance of a dynamic system of M&E as a central element of the DRMP;
• Support full implementation of the M&E system;
• Contribute to timely reporting - both internal and external (to the Government and donors) following UNDP and DRMP requirements and established procedures;
• Support the organization of the Programme Executive Board meetings and contribute to all aspects of development of progress reports and other documentation as required.

Support the Project Manager in coordinating all aspects of human resources to ensure a working environment conducive to optimum staff performance. (15%)

• Support the planning and day-to-day supervision of the work of respective service provides with implementing partners;
• Ensure timely mobilization and utilization of DRMP personnel, subcontracts, training and equipment inputs for CRM, CBDRM, ER & EPR with respect to Timor-Leste’s diversity;
• Support the development of Terms of References of all required consultants and staff and actively participate in the recruitment process as required by the PM;
• Coordinate respective national and international consultants to ensure that contracting processes are in accordance with planned schedules and deliverables;
• Support the PM to address staff disputes or other conflicts within the team;
• Contribute to an environment in which each staff member can achieve the objectives of their post;
• Represent the DRMP team in related events as required by the PM.

Carry out coordination, management and monitoring of financial, administrative, procurement and logistical matters. (10%)

• Work with administrative and finance team of the DRMP in drawing up specifications for the equipment required and follow up with the procurement procedures;
• Comply the CBDRM, CC, EPR and ER operations with UNDP rules, regulations and policies and monitoring of achievement of results;
• Effective, transparent and accountable management of financial resources for CRM, CBDRM, ER and EPR, as per UNDP rules and regulations;
• Support the PM in the preparation of timely narrative and financial reports, thematic technical papers and policy notes for the UNDP Country Office and DRMP donors;
• In close coordination with the Administrative and Finance team prepare accurate and reliable financial reports;
• Support all activities leading to the annual audit exercise and follow up of the audit recommendations;
• Provide inputs to Atlas budget revisions and Annual Work Plans for further discussion and clearance from the PM.

Conduct knowledge building and knowledge sharing. (10%)

• Support the knowledge management officer in generating, documenting and disseminating high quality information and knowledge about the DRMP best practices and lessons learned among national and international stakeholders on an ongoing basis;
• Contribute to the development of relevant knowledge products;
• Contribute to relevant knowledge networks and communities of practice;
• Perform any other related task as per the request of the PM, CTA and UNDP management.

Impact of results

The effective management of the activities related to CRM, CBDRM, ER & EPR and delivery of DRMP objectives in compliance with UNDP rules and procedures will impact efficient delivery of DRMP results and outputs, fiscal and human resource management and administration.

• The outputs related to CRM, CBDRM, ER and EPR are delivered and activities are implemented in a timely and politically sensitive manner.
• Linkages, coherence, consistency, integrity and synergy are established with other activities of the DRMP through team building.
• Staff and team morale is maintained as per UN code of conduct.
• All necessary reporting deadlines are met and M&E processes built into the DRMP.
• Constructive relationships are built and maintained with all internal and external actors that impact DRMP delivery.
• Knowledge products, that capture both best and failed practices are developed and disseminated.

Qualifications

Education and experience

• Master Degree in social science, DRM, CRM and any related fields with at least 2 years of practical experience, or Bachelor Degree with at least 4 years of practical experience in the field of multi-stakeholder and comprehensive development programmes with national and international agencies,
• Including experience on CBDRM/CRM in Timor-Leste,
• Demonstrated ability to contribute to development of strategies on DRM/CRM/EPR in Timor-Leste,
Language: Fluency in English and Tatum at professional level are essential.
Computer skills: Good knowledge of computer applications especially MS Office.

Competencies

Corporate competencies

• Demonstrated high moral integrity by modeling the UN’s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy.
• Promotes the vision, mission and strategy of UNDP.
• Displays respect to diversity and cultural, gender, religious, race, nationality and age sensitivity.

Functional competencies

• Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and operational effectiveness

• Sectoral planning, results based management and reporting.
• Able to formulate, implement, monitor and evaluate programmes and projects, as well as resource mobilization skills.
• Able to implement new systems with attitude change among implementing partners.

Management and leadership

• Builds strong relationships with clients, focuses on impact and results for the client and responds positively to feed-back.
• Consistently approaches work with energy and a positive, constructive attitude.
• Effective communications skills and ability to establish good working relationships with national and international interlocutors.
• Demonstrated openness to change and ability to solve problems and manage complexities.
• Ability to work and act under pressure and with discretion in a politically sensitive environment with a minimum of comfort.
• Ability to travel under harsh conditions within the country whenever required.
• Excellent team building skills.