Project Manager

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

Agency of Statistics (KAS) and UNDP agreed to cooperate in support to Population and Housing Census in Kosovo[1] initiated in April 2024, aiming to gather comprehensive data on the demographic composition of Kosovo. The cooperation involves collecting information on population size, age distribution, ethnicity, education, employment, housing, and other socio-economic factors for the public dwellings to ensure a more inclusive census process.

The census will provide crucial insights for policymakers, planners, and researchers to make informed decisions and allocate resources effectively. It will serve as a foundational tool for understanding Kosovo's population dynamics and facilitating development initiatives.

UNDP Kosovo as a catalytic agent for digital transformation continues to make efforts in a comprehensive change to empower people, optimize processes and reorient its performance with digital technology. In the digital transformation portfolio UNDP Kosovo focuses on a system-wide effects: enable affordable, accessible and reliable digital access and use for all; support intelligent and green economy accelerated by digital transformation; improve experience of people and empower communities through digital transformation. The four focus areas of the Digital Transformation Portfolio of Options were: Digital Enabler, Digital Trust, Digital Society and Digital Economy and a number of interventions were implemented under each area. The portfolio for digital transformation was designed and implemented over the past 2-3 years, with support from the regional UNDP Innovation Team. 

In going forward, based on the experience so far, the CO will build on the achievements and learning to date and further strengthen intelligence gathering, adaptivity and flexibility, as well as data-driven decisions for a more impactful empowerment of target partners in contribution to digital transformation in Kosovo. 

The incumbent will be responsible to manage the abovementioned interventions and support UNDP programme with digital transformation activities design and implementation.

Under the guidance of the ARR and Programme Coordinator, the Project Manager will execute duties and responsibilities outlined below in the following functional areas: 

Management of the project, implementing activities by mobilizing goods and services, in accordance with UNDP POPP and the UNDP Kosovo Standard Operating Procedures:

• Ensure timely and good-quality implementation of workplan activities for Population and Housing Census Project and Digital Transformation Portfolio;
• Maintain regular communication with KAS team;
• Continuously monitor progress against the approved work-plan; identify changes in the external environment and promptly agree necessary solutions/actions (ex. related to the planning and implementation of activities, need for new activities) with UNDP office and Project Board;
• Prepare project work-plans and related sub plans (procurement plan, quarterly plans if required, and others as necessary);
• Support the technical advisers in internal and external communication and partnerships with relevant institutional counterparts;
• Maintain positive working relations with all project stakeholders; 
• Link up project activities with related and parallel activities internally and externally;
• Identify synergies with other UNDP projects and coordinate accordingly;
• Mobilize personnel, goods and services, and training activities, including drafting terms of reference and work specifications and overseeing all contractors’ work;
• Monitor requests for the for the provision of financial resources by UNDP, through advance of funds, direct payments, or reimbursement using the Fund Authorization and Certificate of Expenditures (FACE) form;
• Monitor financial resources and accounting to ensure accuracy and reliability of financial reports; ensure preparation of budget revisions as necessary; follow up with UNDP programme associate and finance staff on issues;
• Coordinate an exit strategy at least 3 months ahead of the project closure date; ensure closure of the project is done according to the established procedures.

Monitoring of progress and risks, ensuring that changes are controlled, and problems addressed; Reporting on progress including measures to address challenges and opportunities:

• Monitor events as determined in the project monitoring schedule plan, and update the plan as required;
• Periodically update the project information Quantum Project Management module including risk management;
• Manage and monitor the project risks initially identified and submit to the Project Board for consideration and decision on possible actions if required; update the status of these risks by maintaining the project risks log;
• Organize regular Board meetings and perform regular progress reporting to Project Board as agreed with the Portfolio Lead and the Board;
• Prepare progress reports in close coordination with technical advisers to the project, within the required frequency and using the template recommended by UNDP. Submit the report to supervisor in the UNDP programme team for review and clearance, according to the agreed timetable. Share report with the Project Board;
• Ensure reporting to donor is prepared timely, and the reports meet expected standards, and are gender inclusive;
• Support the preparation of reviews and evaluations as defined in the project document;
• Prepare final project reports and papers with desegregated data as per indicators, baselines and targets.

Support partnerships and advocacy activities at project level

• Familiarize with the activities of other development projects in the sector, establish contact and keep up-to date with their work;
• Ensure and coordinate meaningful participation of all national and international stakeholders in all phases of planning and implementation processes;
• Support the partnerships and advocacy activities agreed by the UNDP office in the area/sector covered by the project;
• Serve as the focal point for the Communications team and prepare communication and visibility materials for project activities.

Ensure implementation of knowledge management activities

• Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices;
• Ensure the project has the required communication package and related information materials for dissemination within UNDP globally and regionally, and to external stakeholders. Update the communication package regularly to capture the results of the project;
• Capture lessons learnt during project implementation a lessons learnt log can be used in this regard;
• Participate in regular internal meetings;
• Participate in training events, communities of practice, codifying and sharing knowledge facilitation and organization of training for project staff to enable them to perform at the required level.

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

Institutional Arrangement:

Under the direct supervision of the ARR and Programme Coordinator, the Project Manager has the overall responsibility for achieving the project results (outputs) as defined in the approved project document and annual work-plans through timely and qualitative implementation and monitoring. The Project Manager will collaborate closely with partners and contractors.

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

• Project Management: 
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• Results-based Management: 
  • Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
• Relationship management: 
  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.
• 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
• Risk Management: 
  • Ability to identify and organize action around mitigating and proactively managing risks.
• Monitoring: 
  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
• 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.