Project Analyst

Kuala Lumpur

Organization: UNDP - United Nations Development Programme
Location: Kuala Lumpur
Grade: Junior level - NO-B, National Professional Officer - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Project and Programme Management
- CLUSTERING PROJECT
Closing Date: Closed

Background

United Nations General Assembly Resolution 67/226 calls for more effective and cost-efficient support services in all programme countries by reducing the duplication of functions, and administrative and transaction costs through the consolidation of operational support services. In late 2017 as part of the Reform Agenda, the Secretary-General committed to the establishment of common back office functions at the country office level to optimize delivery of location dependent functions, and expansion of global service centers to optimize the delivery of location independent function, by 2022. UNDP has also subsequently reflected this as part of its 2018-2021 Strategic Plan by committing to transform the organization into the backbone of the United Nations Development System through the consolidation of support services to drive efficiency savings.

In line with these objectives and building on recommendations from recent management services review, evaluations, and audit findings, the Executive Group, at its meeting of 31 January 2019, recommended to pursue the global clustering initiative across UNDP and the optimization of back-office operations at the country office level.

The 2019 global clustering business case recommends the centralization of a range services. Under the direct supervision of the Manager Service Delivery Optimization/Project Manager, and in close collaboration and consultation with Director, GSSU, the Project Analyst, of the global clustering project provides support in monitoring of the global clustering project, supports the Project Manager in the design, planning and management of the various project management key elements.

The Project Analyst works in close collaboration with all project stakeholders, including ExO, Regional and Central Bureaux, Regional Hubs, COs, GSSU.

Duties and Responsibilities

1. Ensures implementation of project strategies and direction of project activities including achievement of project targets and results by focusing on the following results:

In accordance with the Project Document, plan and develop project work plan.
Establish annual target according to UNDP-GSSU timelines. Design project budget, ensure project work plan activities are in line with the orverall direction set by the Project Document and lead to achievements of targets and results.
Oversee and coordinate development and formulation of detailed implementation plans, human resources, communication and risk management plans for the project. Coordinate and ensure timely updates of all planning instruments in collaboration with relevant colleagues.
Assess project impact and oversee the appropriateness and accuracy of methods used to verify progress and results.
Establish adequate monitoring procedures and systems throughout project activities. Ensure adequate systems are in place to gather data and information for project monitoring, project progress.
Manage the accurate and timely high-quality results reporting on the progress of the project and achievement of annual targets.
Organise and participate in project level coordination meetings as per project work plan.

2.Ensures monitoring of the implementation of the global clustering project focusing on achievement of the following results:

Presents thoroughly researched information for preparation of documents outlining best practices in the industry of GBS, and standards and tools of UNDP.
Establishes mechanisms to monitor the task assignment and milestone achievement. Supports revision of the implementation plan, as required.
Supports preparation of risks logs, progress metrics, and task assignment per functional area and task lead.
Presents information/reports for further submission to the project and other oversight bodies.
Ensures client orientation approach in working closely with all project stakeholders, and in particular in facilitating the escalation process among various stakeholders and the Project Manager, during the project implementation phases.
Ensures support in monitoring and management of the project risks.

3.Ensures day-to-day management of project, by focusing on the following results:

Ensure compliance of all actions and activities with organizational rules, regulations, policies, strategies and internal control mechanisms.
Oversee the appropriate use of project funds as well as the consistent application of UNDP rules and regulations. Monitor budget implementation and accounting to ensure accuracy and reliability of project expenditure. Coordinate preparation of financial reports to UNDP, as required.
Financial and substantive monitoring and evaluation of the projects, identification of operational and financial problems, development of solutions.
Aggregate reports are regularly prepared on activities, outputs and outcomes. Preparation of donor reports.
Initiate operational closure of the project.

4. Ensures creation of the strategic partnerships and implementation of the communications strategy focusing on the achievement of the following results:

Conducts stakeholder analysis and facilitates establishment of stakeholder relations within the scope of the project.
Ensures preparation of the communication strategy and materials for dissemination to the project stakeholders.
Implement project communications activities in close collaborate with the Communications Team.
Ensures preparation of various concept notes, one-pagers, regular newsletters, primers, progress reports and other documentation as required by various stakeholders.
Presents evidence-based data on various project elements.

5. Ensures facilitation of knowledge building and knowledge sharing and innovation focusing the on achievement of the following results:

Identification of innovative approaches in monitoring of the implementation of the project and other relevant fields as required.
Synthesis of lessons learnt and best practices.
Sound contributions to knowledge networks and communities of practice on project management and management services.

Competencies

Core Competencies:

Innovation

Adept with complex concepts and challenges convention purposefully

Ability to make new and useful ideas work

Leadership

Generates commitment, excitement and excellence in others

Ability to persuade others to follow

People Management

Models independent thinking and action

Ability to improve performance and satisfaction

Communication

Synthesizes information to communicate independent analysis

Ability to listen, adapt, persuade and transform

Delivery

Meets goals and quality criteria for delivery of products or services

Ability to get things done while exercising good judgement

Technical/Functional Competencies:

Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Project Management

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

Partnership Management

Ability to engage with stakeholders and forge productive working relationships.

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Knowledge Management

Ability to efficiently handle and share information and knowledge

Required Skills and Experience

Education:

Master’s degree in Business Administration, project management, IT Systems management, or another relevant field as required.
A project management certification is desirable, but not a requirement.

Experience:

2 years of progressively responsible administrative or project management experience.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
Knowledge of UNDP Enterprise Resources Planning is a must.

Language Requirements:

Strong written and spoken English language; knowledge of local language.
Knowledge of any UN language is an asset.

Disclaimer

Important applicant information

Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skill set and educational qualifications for similar functions and job categories at the same level in GSSU. The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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