Programme Management Specialist (Japaneese speaking)

On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country’s infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.

Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.

UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals.

Reporting to the Deputy Portfolio Manager – Planning (DPM-P), responsibilities include developing resource mobilization opportunities, monitoring trends, drafting programme documents, preparing high-quality reports, and ensuring compliance with programme documents and funding agreements. Additionally, the incumbent supports stakeholder coordination, participates in inter-agency meetings, and aids in communication strategies. The individual also maintains program documentation, implements standards and best practices, contributes to knowledge and risk management processes, and performs other related duties as assigned by the DPM-P.

Functional Responsibilities

1. Development and follow up of resource mobilization opportunities
2. Stakeholder coordination, representation, and inter-agency collaboration
3. Programme management support
4. Knowledge management and document management
5. People management

Development and follow up of resource mobilization opportunities

• Provide close support to the UN Resident Coordinator’s office in their resource mobilization efforts
• Monitor humanitarian and development trends and needs to identify potential areas of intervention within UN mandates and existing capacity.
• Stay abreast of policies on mine action, UN policies, and cross-cutting priorities, such as gender, diversity, conflict sensitivity, sustainability, and environment, to be included in programme design as relevant.
• Coordinate the identification, design, and formulation of new activities to meet programme objectives.
• Coordinate preparation of programme documents, including concept notes, proposals, and associated budgets.
• Draft and/or review funding agreements and other project documents required for the signature and implementation of new projects.
• In coordination with headquarters Resource Mobilization personnel, support the review, submission, negotiation, and signature of funding agreements.

Programme management support

• Analyze funding agreements and develop compliance plans and monitoring frameworks to guide key departments and management team to meet requirements of funding agreements, in coordination with HQ.
• In collaboration with relevant personnel, establish monitoring mechanisms to measure delivery against targets outlined in funding agreements.
• Provide review/input to scopes of work for procurement processes to ensure the requirements of the relevant funding sources are reflected in agreements with implementing partners. Review implementing partner reports to ensure requirements are being met.
• Track programme results against targets, alert relevant management if delivery is not on track, compile data and draft reports to internal and external stakeholders and support the management team to prepare for internal reviews.
• Coordinate information flow between implementation teams, donors, and headquarters, particularly related to any deviations that would require revisions to the relevant legal agreement; when required, Coordinate budget and activity revisions to funding agreements.
• Prepare, and provide editing support for, high quality summary and analytical reports including, but not limited to, project reports, annual reports, situation reports, briefing notes, code cables, and UN reports. Prepare written summaries of meetings/visits and ensure relevant team members implement follow-up actions, as appropriate; research and prepare analytical, and sometimes sensitive, documents for the management team.
• Coordinate communications between the Country Programme office and the headquarters Programme, Portfolio Management, and Risk, Quality and Partnership teams to support compliance to programme documents and funding agreements, and the implementation of policies, processes and methods according to internal standards.

Stakeholder coordination, representation, and inter-agency collaboration

• Support the maintenance of relationships with UN, international organizations, donors, governments, and mine action stakeholders for the purposes of facilitating activities and improving the quality and relevance of programme implementation.
• Participate in, contribute to and report on the relevant inter-agency, UN mission, donor and inter-governmental coordination meetings in consultation with relevant programme technical experts when required. Support the management team with UN common planning and programming processes, including strategic country analysis, UNSDCF, humanitarian response plans, integrated strategic frameworks, etc.
• Coordinate, participate in, or contribute to the Mine Action Area of Responsibility/ Sub-Cluster under the Protection Cluster, where relevant, including assisting the formulation of the mine action components for the Humanitarian Needs Overview and Response Plan Response plan.
• Support the applications of policies, practices and procedures associated with the overall implementation of the Humanitarian Programme Cycle and associated funding and monitoring mechanisms, where relevant.
• Support the development of communication strategies, linked to resource mobilization strategies, where relevant, to maximise communication impact and outreach and build awareness of Country Programme objectives.
• Support design, coordination and dissemination of public information products and communication activities as well as gather and draft content for communications products and platforms.
• Support preparations for official meetings, events, briefings, and field visits, and prepare talking points, briefing notes, presentations and speeches for the management team and senior UN officials.

Knowledge management and document management and innovation

• Maintain records of programme files and other necessary programme documents such as documentation of decisions and actions taken on programme issues.
• Implement relevant standards, tools and templates to effectively manage programme development and implementation.
• Identify, contribute to, record and share the ongoing development and implementation of best practice, lessons identified, and innovative approaches to improve overall programme performance
• Contribute to the management and upkeep of risk management and issue management logs and processes.

People management (if applicable)

• Perform the programme team manager role, unless appointed to another person(s).
• Ensure the effective planning, recruitment and development of a flexible workforce with the skills and competencies needed to ensure optimum performance, and ensure gender and geographical diversity.
• Lead and motivate the programme team.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
• Have a thorough understanding of UNOPS personnel contract modalities (including ICA and Staff).
• Carry out any other related duties as needed.

Education

• Advanced university degree (master or equivalent) with 5 years of relevant experience, OR
• First level university degree (bachelor degree or equivalent) with 7 years of relevant experience.

Work Experience

• Relevant experience is defined as progressive experience in programme/project development or management, in either public or private sector organizations.
• Experience in mine action is desired.
• Experience in information management is desired.

Language Skills

• Fluency in English is required (read, write and speak)
• Fluency in Japanese is required (read, write and speak)
• Fluency in other UN official languages is desirable.