Project coordinator for the overseas countries and territories’ regional risk reduction initiative (OCTs R3I)

Background

Islands in the sub-region have recognized the need for, and continue to support efforts to enhance regional and national capacities for disaster risk reduction and effective recovery, particularly within the context of climate change. This project seeks to address the risk and exposure of the small island OCTs by developing the capacity, knowledge and tools to enable the mainstreaming of disaster risk management (DRM) consistent with the Hyogo Framework for Action (HFA) and the CDERA-led Comprehensive Disaster Management (CDM) Strategy.

Its objectives are to:

- Develop the local capacities of the overseas countries and territories and provide them with tools (spatial data infrastructure and models) and best practices
- Support CDM Capacity building in response and recovery

Main duties

The Project Coordinator reports to the Deputy Resident Representative through the Disaster Risk Reduction (DRR) Programme Manager and the Project Board for the OCT R3I project. He/she also works in close collaboration with other UNDP staff and other partner institutions.

Under the guidance of the DRR Programme Manager, the incumbent will coordinate, guide and direct all activities of the project to ensure that the project’s objectives and results are achieved in a timely fashion and in accordance with the established rules and procedures of the EC and UNDP. This includes ensuring that all project activities mutually support and strengthen each other, and complement existing related activities being implemented by partner institutions, specifically CIMH, CDERA, CCCCC and DFID. In carrying out the logistics functions, the Project Coordinator shall have specific responsibility to plan, organize, and ensure the timely procurement and distribution of all goods and services.

Specifically, the Project Coordinator:

1. Coordinates the general planning, execution and monitoring of the project’s activities, including the supervision of the project staff

2. Monitors events as determined in the Project Monitoring Schedule Plan, and updates the plan as required

3. Mobilises goods and services to initiative activities, including drafting ToRs and work specifications

4. Supervises the execution of all contracts, approves intermediate payments against review of deliverables, and prepares final evaluations as a condition for final payment

5. Liaises with key personnel of project partners to ensure adequate and timely technical inputs to the programme

6. Facilitates information sharing and coordination of activities amongst beneficiary country and partner institutions

7. Ensures that the administrative and technical processes are carried out in conformity with UNDP and EC standards and policies

8. Manages requests for the provision of financial resources by UNDP using the FACE (Fund Authorisation and Certificate of Expenditures)

9. Monitors financial resources and accounting to ensure accuracy and reliability of financial reports and oversees the overall financial processes for the project in collaboration with the Programme Associate

10. Undertakes actions necessary for the timely execution of the contractual conditions set out in the contract between UNDP and the EC, particularly actions relating to the financing of the programme

11. Prepares annual work plans for endorsement by the Project Board

12. Prepares quarterly and annual financial and project progress reports for review by the Project Board

13. Submits monthly internal reports to the Programme Manager on the status of assigned, delegated and designated duties

14. Develops, in collaboration with the Programme Assistant, a Communications/Visibility Plan for the project

15. Manages and monitors the project risks initially identified; submits new risks to the Project Board for consideration and decision on possible actions if required; and updates the status of these risks by maintaining the Project Risk Log

16. Undertakes such travel as may be required from time to time in connection with project execution

17. Undertakes any other activities required for the fulfillment of the mandate of the post

18. Participates in disaster response activities of UNDP, as may be required

Qualifications and experience

- Masters degree in Earth Sciences, Environmental Management or related discipline.
- Qualification in administration or certification in project management would be a distinct asset.
- At least three (3) years experience in project execution and administration.
- Experience working within a UN agency would be an asset.

Knowledge and skills

- Ability to efficiently utilise word processing, Microsoft Office, database management, and spreadsheet/accounting software programmes
- Report writing, data acquisition and analysis skills
- Excellent writing, editing, and oral communication skills
- Ability to meet deadlines and prioritise multiple tasks
- Excellent presentation skills
- Good interpersonal and communications skills
- A good working knowledge of disaster and project management issues

Language requirements

Good knowledge of English. Competence in Dutch would be a distinct asset.