Local Action/SGP Programme Management Specialist (Office-Based)

Job Description

Office/Unit/Project Description

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP's policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP's Strategic Plan. BPPS's staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government, and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP's Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP's development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

BPPS's Hubs on Nature, Climate, Energy and Waste, with the support of the Vertical Fund Programme Support, Oversight and Compliance Unit, works with governments, civil society, and private sector partners to integrate nature, climate, energy and waste related concerns into national and sector planning and inclusive growth policies, support country obligations under Multilateral Environmental Agreements, and oversee the implementation of the UN's largest portfolio of in-country programming nature, climate change, energy and waste. This multi-billion-dollar portfolio encompasses:

• Biodiversity and Ecosystem Services including forests;
• Sustainable Land Management and Desertification including food and commodity systems;
• Water and Ocean Governance including SIDS;
• Climate Change Mitigation and Adaptation;
• Sustainable Energy;
• Extractive Industries;
• Chemicals and Waste Management;
• Environmental Governance and Green/Circular Economy and SCP approaches.

This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP's bilateral partnerships in Nature, Climate, Energy and Waste, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF). As part of UNDP's partnership with these vertical funds (VFs), UNDP's Environmental Finance Unit supports UNDP's Nature, Climate, Energy and Waste related Hubs and provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

The newly established UNDP Nature Hub is the arrowhead of UNDP's commitment to a "Nature Pledge" that aims to put nature at the heart of sustainable development. UNDP's Nature Pledge for 2030 focuses on three systemic shift areas that are necessary to trigger accelerated and scaled action for achievement of the Kunming-Montreal Global Biodiversity Framework (GBF). Importantly, the Nature Hub leads several global programmes and projects such as the Small Grants Programme, the Biodiversity Finance Initiative, Nature for Development Programme, Food and Agriculture Commodity Systems, the GEF Early Action Support, Umbrella Programme on NBSAP Support, Global Biodiversity Finance Programme. These global projects are linked to country level work and help connect people on the ground to the national, regional and global decision makers and influencers, as well as, fostering exchange and learning between communities, landscapes, and governments in different countries and continents

The Global Environment Facility (GEF) Small Grants Programme (SGP) is implemented by UNDP on behalf of the GEF Partnership. UNDP oversees the Small Grants Programme (SGP) through the Vertical Hub and the Nature Hub of BPPS. Funded by the Global Environment Facility (GEF), the Small Grants Programme efficiently channels direct grants to non-governmental and community-based organizations to help them cope with climate change; conserve biodiversity; protect international waters; reduce the impact of Persistent Organic Pollutants; and prevent land degradation. Helping communities with their initiatives for sustainable livelihoods while generating global environmental benefits is the core inspiration of the Small Grants Programme.

Launched in 1992 as a corporate programme of the GEF, the GEF Small Grants Programme (GEF-SGP) has supported local action for over thirty years to address global environmental concerns. SGP aims to deliver global environmental benefits in the GEF focal areas of biodiversity conservation, climate change mitigation, protection of international waters, prevention of land degradation, and elimination of persistent organic pollutants through community-based approaches. To date, SGP has funded over 29,000 community-based projects covering more than 120 countries. It has gained considerable experiences at the community level, including adapting to climate change while addressing issues of the GEF focal areas. Further information can be found at: https://sgp.undp.org/.

Scope of Work

Under the overall guidance and direct supervision of the Nature Hub Principal Technical Adviser (PTA) and in close coordination with Local Action Technical Advisors and Managers, the Programme Management Specialist has primary responsibility for the execution of support services to the Nature Hub and Local Action team regarding the design, planning, oversight and management of the team's portfolio of projects. The Programme Management Specialist works primarily with the Local Action Technical Advisors and Managers, the respective sub-portfolio Managers (SGP Upgraded Country Program (UCP), SGP Global ICCA Support Initiative, SGP Global Projects), UNDP country offices, UNOPS, donors, other international/multi-lateral organizations, and contractors. In this context, the Programme Management Specialist will liaise, in coordination with the sub-portfolio managers, with other UNDP staff and consultants involved in relevant UNDP Nature Hub and Local Action related projects.

The Programme Management Specialist plays a critical role in ensuring the efficient and compliant execution of administrative, financial and operational functions of the Local Action/SGP team. The Programme Specialist is responsible for providing strategic and operational day-to-day administrative and programmatic support to the Local Action/SGP team portfolio within the Nature Hub, which includes office management, human resources administration, procurement of goods and services, financial oversight documentation management, audit requirements, and support to monitoring and reporting as required for the successful management and achievement of the outcomes of the team's portfolio of projects, in compliance with UNDP policies, processes and procedures and donor requirements. Additionally, this position provides administrative, budget, and operational support to Local Action oversight team members, to ensure effective transition of the SGP from UNOPS execution to UNDP DIM. The Specialist will closely coordinate with GSSC and COs to ensure continuity in critical support functions as the transition develops and takes place, enabling effective program delivery while maintaining operational efficiency and effectiveness of SGP OP8. The position will also support change management planning, coordination, training, and communication.

The following are the specific key functions/results expected:

Ensure Project Delivery and Performance

• Advise and support the development, updating, and completion of comprehensive implementation plans, ensuring clear milestones align with approved project objectives under the Local Action / SGP portfolio.
• Aid to embed sustainability principles, including social and gender inclusion, as well as environmental and economic dimensions, throughout the project lifecycle.
• Coordinate and monitor resource utilization to ensure efficient implementation and progress within the Local Action/SGP portfolio.
• Advise and support oversight of work package production and deliverables to meet defined quality standards, recommending corrective actions as needed within the Local Action/SGP portfolio.
• Facilitate effective liaison with external suppliers, contractors, and account managers to ensure timely acceptance and delivery of goods, services, or works in line with project specifications.
• Guide and support in contract management, including monitoring supplier performance, providing inputs for evaluations, and ensuring compliance with agreements.
• Identify and analyze potential business opportunities for UNDP, preparing recommendations for consideration by the supervisor.
• Provide analytical and operational support to ensure project frameworks are results-based and effectively implemented throughout their lifecycle.
• Regularly analyze project status against performance metrics (scope, cost, schedule, and quality) to identify gaps and propose corrective measures to keep implementation on track.
• Utilize UNDP's dashboard systems to review and interpret delivery data, including forecasts, and provide actionable insights to support informed decision-making and proactive management.
• Collaborate with SGP country programme teams and other stakeholders to maintain accurate records of milestones and targets, ensuring consistent updates and timely follow-ups.
• Guide and support to the preparation of financial and narrative reports for GEF and other donors, ensuring timely submission, compliance with partner requirements, and high-quality content.
• Ensure stakeholders are aware of project activities, progress, exceptions, and are in a position to accept handover outputs and facilitate the implementation of stakeholder engagement strategies including supporting the Project Board.
• Advise and support the implementation of the SGP transition to DIM on aspects related to planning and preparation, HR management, communication, training development and knowledge, risks, monitoring.

Key Result: Efficient and sustainable delivery of high-quality project outputs within the Local Action/SGP portfolio, ensuring alignment with objectives, stakeholder engagement, and continuous improvement and in compliance with UNDP and donor requirements.

Provision of Monitoring and Evaluation Support

• Guide and support in the development and management of results-based programmes across all project implementation stages.
• Guide sub-portfolio managers/PTA by managing information flow and facilitating regular reviews of project details, schedules, risks, deliverables, and budgets to ensure alignment with project goals.
• Guides maintain databases of potential and actual donors, and provide administrative support for resource mobilization efforts, including editing and assisting in funding proposals.
• Ensure the timely submission of high-quality financial and narrative reports to GEF and other donors in compliance with their requirements.
• Monitor project status, assessing performance against key criteria such as scope, cost, schedule, and quality, and ensure reporting aligns with organizational standards.
• Support the routine analysis of project data, including forecasts, and track progress through relevant dashboard systems.
• Collaborate with SGP country programme teams and project stakeholders to track and update project milestones and targets throughout the project lifecycle.
• Support risk identification and management by maintaining project diaries and progress reports, contributing to timely issue resolution and adherence to standard procedures.
• Facilitate knowledge-building and sharing, contributing to the development and maintenance of knowledge-sharing platforms.
• Guide the SGP transition to DIM with the development of SGP training materials and guidance related to operation and management aspects, in close collaboration with supervisor.

Key result: Efficient monitoring and evaluation support that ensures project milestones, risks, and deliverables are consistently tracked and managed, while contributing to timely reporting, resource mobilization, and knowledge-sharing

Ensure Budget and Project Management Support

• Coordinate with UNDP Country Offices, and Global Offices and teams to ensure smooth creation, implementation and closure of Local Action / SGP portfolio including SGP Global Programmes, ICCA project, and Upgraded Country Program (UCPs), and future Local Action initiatives and programming.
• Support Global Technical Advisor, RTAs, and the PTA in ensuring compliance with donor management and administrative requirements, including timely and accurate project submissions.
• Monitor project expenditures, track delivery progress, and address delays in implementation by liaising with UNDP COs, and other stakeholders.
• Assist with the SGP transition to DIM implementation during SGP OP8, including operational and financial closure of projects.
• Maintain accurate project documentation in PIMS+ and ensure compliance with mid-term and final evaluation requirements, budget revision processes, and related operational tasks.
• Oversee VF registry responses on submission, approvals and reviews, providing follow-up as needed.
• Facilitate the development and management of agreements, including Delegation of Authority letters, UN-to-UN agreements, and Responsible Party agreements, ensuring alignment with HACT policy.
• Manage reporting obligations liaising with UNDP HQ and Country Offices and teams on quarterly reporting analysis.
• Provide support for project development across all stages, including partner negotiations, drafting project documents, budgets, and legal agreements.
• Monitor expenditures against the budget, ensuring proper allocation of UNDP overheads, allocable charges, and other costs associated with the project.
• Collaborate with the RTAs to monitor portfolio delivery, identify opportunities for new projects, and support portfolio growth and diversification.

Key Result: Effective and proactive support for project and portfolio management, ensuring compliance with donor requirements, enhancing project delivery, and contributing to portfolio growth and diversification.

Provision of Administrative and Procurement Support

• Serve as the primary liaison between RTAs, Global TA, PTA, with the VF Hub, UNDP COs, and Country teams on administrative and operational matters.
• Support the engagement of consultants and service providers, ensuring compliance with UNDP rules and regulations.
• Guide in the administrative management of the Local Action / SGP budget, including monitoring the implementation of the Team budget.
• Coordinate travel arrangements for PTA, Technical Advisors, and assist in organizing international and national meetings and workshops, including obtaining bids and logistics support.
• Ensure compliance with organizational policies, UNDP POPP, and Small Grants Programme's Operational Guidelines and Standard Operating Procedures (SOPs).
• Assist in drafting the requirements for procurement processes and ensure maintenance of project files and documentation of lessons learned.

Key Result: Effective and efficient administrative and financial support to the portfolio and team, ensuring compliance with UNDP regulations, timely management of budgets and reporting, and smooth coordination of operations and events.

Facilitate knowledge management and innovation

• Guide and the implementation of capacity-building activities to enhance the long-term and sustainable development of SGP programme personnel.
• Collaborate with Technical Advisors, UNDP CO, and Country teams to share best practices, case studies, and lessons learned.
• Facilitate in overseeing lessons learned processes, ensuring timely and relevant sharing across the project team and stakeholders.
• Conduct research and document lessons learned.
• Actively engage in personal learning and development to enhance professional skills and contribute to the overall success of the team.

Key Result: Continuous improvement of SGP programme capacity and knowledge sharing by facilitating effective capacity-building activities and documenting lessons learned.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

• The incumbent will be office-based in New York, USA;
• The incumbent will report to the Principal Technical Adviser (PTA) for Ecosystems and Biodiversity, and will also coordinate closely with the Local Action Technical Advisors and Managers;
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment;
• The incumbent will be provided with a workstation, laptop, and internet access when working from UNDP offices. If/when working remotely, the incumbent is responsible for providing her/his own workstation (i.e. internet, phone, scanner/printer, etc.) and must have access to reliable internet connection when working from home-base;
• Any equipment or supplies that may be furnished by UNDP to the IPSA holder for the performance of the IPSA holder's obligations under the IPSA remains the property of UNDP, and any such equipment or supplies must be returned to UNDP at the conclusion of the IPSA or before if no longer needed by the IPSA holder.
• Given the global consultations to be undertaken during this assignment, the incumbent is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.

Competencies Core

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies

Business Management

Monitoring and Evaluation

• Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively.
• Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.
• Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
• Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.

Project Management

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Communication

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Development

Knowledge Generation

• Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations

Finance

Budget Management

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Business Direction and Strategy

System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Procurement

Procurement Management

• The ability to acquire goods services or works from an outside external source

Minimum Qualifications of the Successful IPSA

Min. Education requirements:

• Advanced university degree (master's degree or higher) in Business or Public Administration, Finance, Economics, Relations or a closely related field is required. OR
• A first-level university degree (bachelor's degree) in the said fields, with two additional years of relevant experience will be taken into consideration in lieu of advanced university degree.

Min. years of relevant experience

• Minimum of 5 years (with master's degree) or 7 years (with bachelor's degree) of progressively responsible experience required at the national or international level providing administrative and management support to project/programme implementation and oversight;

Required skills

• Experience supporting high-profile projects, particularly those supported by Vertical Funds is required.
• Experience with developing and handling reliable and complex spreadsheets and databases, and with handling web-based ERP/management systems (preferably PeopleSoft i.e. Quantum) is required.
• Full computer literacy including advanced knowledge of word-processing, spreadsheet and database packages, and web-based management systems is required.

Desired skills

• Experience in budget management and reporting, human resources, procurement, technical report writing, and communications experience would be an asset.
• Experience in results-based and results-oriented project implementation and management is an asset
• Working experience in an international organization and with developing countries is an advantage, as is knowledge of UNDP policies, procedures and practices is an asset.
• Experience in supporting UNDP projects is highly desired.
• Certification in project management would be an added advantage.
• Fluency or working knowledge of other UN official languages would be an added advantage.

Required Language:

• Fluency in English, with good writing and communication skills is required.

Professional Certification:

• N/A

Travel

• If travel to join the duty station is required, UNDP will cover the cost of an economy class ticket to New York, USA.
• Several international mission travels will be required.
• Any necessary missions must be approved in advance and in writing by the Principal Technical Adviser (PTA) for Ecosystems and Biodiversity.
• The BSAFE course must be successfully completed prior to commencement of travel.
• The incumbents are responsible for ensuring their vaccinations/inoculations when travelling to certain countries, as designed by the UN Medical Director.
• The incumbents are responsible for obtaining any visas needed in connection with travel with the necessary support from UNDP.
• The incumbents are required to comply with the UN security directives under http://dss.un.org/dssweb/
• The incumbents will be responsible for making their own mission travel arrangements in line with UNDP travel policies.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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