Project Manager UNDP

Background

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Zambia received funding from the Green Climate Fund (GCF) for the project Strengthening climate resilience of agricultural livelihoods in Agro-Ecological Regions I and II in Zambia for a 7 years period from 2018. This project aims to increase the resilience of smallholder farmers in Agro-Ecological Regions I and II in Zambia in view of climate change and variability. The project will achieve this aim by taking a value chain approach, addressing risks posed across key stages of the value chain – planning, inputs, production and post-production. The very high co-finance ensures that this project will shift public financing on agriculture towards climate resilient agriculture through strong partnership with GCF and UNDP. GCF funds will only finance the activities that have a clear climate change additionality like climate information and early warning systems, access to water for smallholder farmers and linkages with rural agricultural markets. The project will make targeted interventions to capitalize on opportunities to strengthen and promote viable climate-resilient value chains relating to smallholder agriculture in the target regions, specifically targeting value chains that are gender sensitive and provide viable economic opportunities for women. This includes three interrelated outputs: 1) strengthening capacity of farmers to plan for climate risk; 2) strengthening resilient agricultural production and diversification practices (for both food security and income generation); and 3) strengthening farmers’ access to markets and commercialization of introduced resilient agricultural commodities.

It is with this background that a qualified, experienced and self-motivated Project Manager is being sought for recruitment.

Duties and Responsibilities

The Project Manager has the authority to run the project on a day-to-day basis on behalf of the Project Steering Committee within the constraints of time, budget, quality and scope. The Project Manager is responsible for day-to-day management and decision-making for the project. The Project Manager’s prime responsibility is to ensure that the project produces the results specified in the project document, to the required standard of quality and within the specified constraints of time and cost.  The Project Manager reports to the UNDP Deputy Resident Representative and acts as the primary liaison point between UNDP and the Ministry of Agriculture in particular with the Authorized Project Focal Point designated by the Ministry of Agriculture.

The scope of work covers the following specific areas:

A. Ensures the direction of project activities and the achievement of project targets and results, by focusing on the following results:

• Plan and develop project Annual Work Plans (AWPs) and establish Annual Targets in accordance with the Project Document and in close coordination with project stakeholders and the PMU staff;
• Ensure that AWP activities suggested are in line with the overall direction set by the Project Document and lead to the timely achievements of project targets and results;
• Oversee and coordinate development and formulation of detailed implementation plans, procurement and human resources, communication and risk management plans for the Project;
• Ensure implementation of activities as per AWP and agreed deadlines as well as according to detailed implementation, procurement and HR plans;
• Identify bottlenecks and develop solutions;
• 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 in consultation and collaboration with Ministry, UNDP and consultants;
• Ensure that adequate systems are in place to gather data and information for project monitoring and that systematic monitoring of project progress against targets is undertaken, including regular field trips for monitoring purposes;
• Develop innovative improvements to enhance performance of the project;
• Manage the accurate and timely high-quality results reporting on the progress of the project and achievement of annual targets to the Project Board and GCF. Ensure that GCF and UNDP reports are prepared according to UNDP’s SOPs, quality standards and in line with the contractual obligations to GCF;
• Ensure that all internal and external reports are submitted by deadlines;
• Coordinate and prepare ad hoc thematic and substantive reports/analysis/briefs;
• Ensure that project communications activities are being implemented;
• Organize and participate in project level coordination meetings and/or technical working groups as per project document and AWP;
• Implement project governance arrangements;
• Ensure organization of Project Board meetings and ensure timely preparation of agenda, background materials to agenda items and minutes.

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

• Ensure compliance of all actions and activities with organizational rules, regulations, policies, strategies and internal control mechanisms;
• Mobilize personnel, goods and services, training and grants schemes to initiate activities, including drafting and reviewing terms of references and work specifications and overseeing all contractors’ work;
• Oversee effective provision of services to project stakeholders as required;
• Oversee the appropriate use of project funds as well as the consistent application of UNDP rules and regulations. Manage requests for the provision of financial resources by UNDP, through advance of funds, direct payments, or reimbursement using the FACE (Fund Authorization and Certificate of Expenditures);
• Monitor budget implementation and accounting to ensure accuracy and reliability of project expenditure;
• Coordinate preparation of financial reports to UNDP, as required;
• Supervise and manage project personnel and consultants. Develop ToRs for consultancies and other short-term jobs;
• Establish performance objectives and standards and ensure timely and appropriate feedback, guidance and support to ensure optimum performance;
• Undertake performance evaluation of project management staff;
• Manage and monitor project risks. In collaboration with the technical project staff, UNDP and MoA identify new risks and update risk frameworks for consideration of the Project Steering Committee for consideration and decision on possible actions if required;
• Update the status of these risks by maintaining the project risks log;
• Ensure appropriate management of project assets, attendance records, filing system;
• Implement audit recommendations for the project;
• Provide inputs to audit management responses;
• Initiate operational closure of the project.

C. Ensures and coordinates provision of high-quality technical advice and building of partnerships, focusing on achievement of the following results:

• Coordinate the advisory activities of the project technical staff including the. Ensure that technical outputs are provided according to plans and up to highest technical standards. Review and clear technical outputs for quality;
• Establish, maintain and facilitate strategic dialogue between UNDP Staff, project staff and Government officials at central and local levels, in project’s area of work;
• Provide technical advice, draft papers/briefs/proposals in project’s technical focus.

D. Facilitates knowledge building and management, focusing on achievement of the following results:

• Ensure that the Project systematically builds capacities of stakeholders through introduction of innovation and best practices, access to knowledge and expertise and promote their application to project implementation;
• Promote teamwork, information sharing and collaboration within the Project Team and between the Project Team and the Government partners and UNDP;
• Promote skills development of project staff through coaching and mentoring;
• Ensure capturing and disseminations of lessons learnt during project implementation;
• Facilitate the Project’s representation and/or participation in international knowledge networks to draw on and share best practice and lessons learned.

Institutional Arrangement

The Project Manager will be under the overall guidance of the Director of Agriculture, Ministry of Agriculture, the designated Project Focal Point in the Ministry of Agriculture and the UNDP Deputy Resident Representative, who the incumbent will be reporting to. The incumbent is also expected to work closely with the designated Project Focal Point in the Ministry of Agriculture, the UNDP Zambia Country Office, Head of Energy & Environment Unit, the Regional Technical Advisor, – Climate Change Adaptation and the Nature, Climate and Energy, Bureau for Policy and Programme Support.

Competencies

CORE

Achieve Results: LEVEL 3: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 3: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 3: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 3 Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 3: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 3: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 3: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross Functional & Technical Competencies

Business Direction and Strategy: Portfolio Management

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Direction and Strategy: Project Management

• Ability to plan, organize, prioritize and control resources.

Business Management: Partnerships Management

• Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Business Direction and Strategy: Project Management

• Ability to plan, organize, prioritize and control resources.

Partnership management: Resource mobilization

• Ability to identify funding sources, match funding needs (programmes/projects/initiatives) with funding opportunities, and establish a plan to meet funding requirements

2030 Agenda: Planet: Disaster Risk Reduction and Recovery

• Disaster Recovery Policy, Planning and Programming
• Gender Responsive Disaster Risk Management and Reduction
• Disaster Risk Reduction

2030 Agenda: People: Gender

• Gender analysis and issues
• Gender mainstreaming
• Gender and institutional development

Required Skills and Experience

Education:

• Master’s degree or equivalent in Climate Change, Agriculture, Rural Development, Project Management or related field.

Experience:

• Minimum 7 years relevant experience at the national or international level in design, planning, implementation, monitoring and evaluation of development projects and establishing inter-relationships among international organization and national governments;
• Experience in working on climate change projects;
• Experience in setting priorities, budgets, work plans, participating in Programme development and programme writing;
• Prior experience in the UN System is an asset;
• Experience in rural development set up is desired;
• A self-starter with strong internal motivation, able to set up systems and procedures in a ‘start up’ environment;
• Flexibility: readily adapts to change, new products, systems, methods, and products;
• Demonstrated ability to meet aggressive deadlines per business demands, and ability to change work schedule to accommodate competing priorities.

Language Requirement

• Proficiency in English is required.
• Knowledge of local languages i.e. Tonga, Lozi, Bemba or Nyanja, spoken in the area of operation is an added advantage.

Professional Certificate

• Project management certificate PRINCE II or other equivalent.

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