Afghanistan: Planning, Monitoring and Reporting Specialist

May 31, 2017 | UNDP
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The Support Afghanistan Livelihoods and Mobility (SALAM) is a joint programme of UNDP, ILO and UNHCR in collaboration with the Ministry of Labour, Social Affairs, Martyrs and Disabled (MoLSAMD) to support the government of the Islamic Republic of Afghanistan (GoIRA) in developing comprehensive, coherent and integrated national and sub-national policy and institutional approaches for enhancing livelihoods in a time of crisis and protracted conflict. SALAM brings together the Government and three UN Agencies along with the private sector and other partners to seek durable solutions for Afghans in line with the Government’s vision and strategies for employment generation and labour migration. This new technical cooperation initiative includes a special focus on the needs of IDPs and migrant returnees, and is defined by the close participation of national and international private sector actors across project design and implementation.

In this context, the programme’s main interventions promote the creation of an enabling environment for generating livelihood alternatives in the provinces of Herat, Balkh, Kandahar, Nangarhar, Kunduz and Kabul. Customized support activities will also be provided to address the specialized needs of various groups, including IDPs, migrant returnees, young people, and women. SALAM also targets safer and more productive international labour migration for those who choose to leave Afghanistan through initiatives that help identify regular opportunities for international migration, provisions to help Afghans make informed decisions, and protections for those who do migrate.

Within the UNDP Afghanistan County Office, SALAM project is housed in the Livelihoods and Resilience Programme Unit which is responsible for project design, contracting, and project initiation. For the implementation, the Programme Unit provides administrative support in addition to the role of monitoring and oversight. The Unit works in partnership and coordination with the UNDP Programme Strategy and Results Unit, the Rule of Law Unit and the Governance Unit; while the projects under these units are not directly linked to SALAM project, they are complementary and synergetic.

Under the supervision of the Livelihoods and Resilience Chief of Unit, in close consultation with the Project Manager and in overall coordination with the Country Office (CO) Programme, Strategy and Results Teams, the Planning, Monitoring and Reporting Specialist contributes to

Project planning, monitoring and reporting processes. S/he coordinates project-level planning processes and is responsible for ensuring that the results-monitoring system is adequately implemented, results-data and information are systematically collected and analyzed. S/he ensures that all reports of the Project are prepared in a timely manner and in accordance with UNDP corporate and donor guidance.

The Planning, Monitoring and Reporting Specialist provides oversight to national project professional and support staff with planning and monitoring functions. S/he maintains effective working relationships with project Implementing Partners (IPs), donors and other partners.

Summary of key functions:

  • Coordinate implementation of project planning processes;
  • Coordinate implementation of project results and other monitoring systems;
  • Coordinate project reporting processes and ensure preparation of timely;
  • Facilitate knowledge building and sharing.

Coordinate implementation of project planning processes, by focusing on the following results:

  • Support preparation of project´s Annual Work Plan (AWP) by defining data/information requirements for Project planning, coordinating steps of the formulation process, receiving and controlling quality of inputs from the project specialists and IPs. Coordinate process between the project, IPs and UNDP CO according to the UNDP SOP;
  • Formulate the AWP according to the UNDP format and in accordance with the CO timelines;
  • Support the preparation of the project´s detailed implementation plans by coordinating inputs from project specialists, team leaders and IPs; ensure that inputs are appropriately reflected in the MS Project Software and other implementation planning formats (Gantt chart); provide prompt revisions/updates to the Gantt Chart/MS project to ensure implementation plans are updated according to CO timelines;
  • Support preparation of other project plans such as procurement, HR, risk management and communications plans. Work closely with the Project Administrator to sequence and plan project procurement and recruitment to ensure achievement of AWP results;
  • Contribute to the monitoring of achievement of AWP results and targets and to the analysis of deviations between planned and actual results achieved. Provide inputs to problem-solving;
  • Ensure that project´s information in UNDP´s results-management systems including ATLAS project management module is updated regularly and reflects changes and modifications;
  • Coordinate the processes for updates of the project planning system ensuring that the updates/revisions are done according to CO timelines;
  • Contribute the preparation of project revisions.

Coordinate implementation of the project results and other monitoring systems, by focusing on the following results:

  • Implement the project results-monitoring system according to the Project Document and the IRRF. Develop a results-monitoring plan based on the IRRF and review and revise it periodically in close collaboration with the project specialists, IPs and CO Programme and Results Team;
  • Coordinate collection and verification of data (qualitative and quantitative, data sources) and other information under the project results-monitoring system and according to the results-monitoring plan;
  • Develop project level tools and formats for data collection and verification with IPs and other project stakeholders. Ensure that data collection is conducted in a timely manner. Undertake on-going quality assurance of the monitoring data and information;
  • Undertake ongoing analysis of monitoring data. Communicate findings to Project Manager and CO Programme and Results Teams. Systematically identify and record lessons learnt, communicate to Project Manager and through results-reporting systems.
  • Participate in the CO M&E Working Group;
  • Plan and coordinate monitoring activities including field visits. Establish a plan for field visits. Undertake regular field trips for data collection and monitoring;
  • Develop and maintain an updated database on results-data and information related to project monitoring;
  • Support conceptualization and implementation of results-monitoring systems of project-partners. Provide technical advice and coordinate implementation activities. Organise and coordinate the implementation of Project Internal Reviews utilizing qualitative data collection methodologies. Participate in preparation of Project Board meeting by compiling and drafting inputs;
  • Support planning and implementation of external reviews and evaluations by collecting and formulating inputs to ToRs; facilitating the organization and implementation of missions; and providing additional support and inputs as needed to the review/evaluation team

Coordinate project reporting processes and ensure preparation of timely project reports, focusing on the following results:

  • Implement Project reporting system according to the UNDP POPP and CO SOPS and under the guidance of the CO Communications Team. Prepare all Project reports (UNDP corporate, donor-specific) according to timelines and other specifics as per donor agreements;
  • Coordinate inputs to reports (data, information) from project specialist, IP and other project partners ensuring that the inputs are prepared in compliance with the appropriate formats, standards and that the inputs correspond to the requirements of Project Results-monitoring system;
  • Draft clear and concise reports according to quality management guidelines and CO SOPs consulting with the Communication and Results Teams as required. Coordinate and follow-up on report-clearance process with the Programme Team;
  • Take notes at the Project Board meeting and compile and draft PB reports;
  • Compile and draft ad hoc reports, analysis, presentations and summaries on various aspects of project implementation, including for the Project Board meetings and donor briefings;
  • Systematically work towards improvement of the quality of results reporting by soliciting feedback from donors and CO;
  • Participate in the CO Communications Working Group;
  • Update project information materials such as Project Fact Sheet/project summary and project website and social media sites in coordination with the Communications Team (if applicable).

Facilitate knowledge building and sharing, focusing on achievement of the following results:

  • Support building capacity of the Project staff, partners and IPs in the area of planning, monitoring and reporting. Identify needs and gaps;
  • Participate in capacity assessments as required. Ensure that activities for capacity building in planning, results monitoring and reporting are included in the AWP as per capacity assessments;
  • Identify training needs of project partners for building capacities in the area of work;
  • Assists IPs and other project partners in preparation of plans and reports as required;
  • Provide training to all project staff in application of UNDP´s planning, monitoring and reporting tools;
  • Actively promote a knowledge sharing and learning culture within the Project.

Core competencies:

  • Promotes ethics and integrity and creates organisational precedents;
  • Builds support and political acumen;
  • Builds staff competence and creates an environment of creativity and innovation;
  • Builds and promotes effective teams;
  • Creates and promotes environment for open communications;
  • Leverages conflict in the interest of UNDP and sets standards;
  • Shares knowledge across the organisation and builds a culture of knowledge sharing and learning.

Functional competencies (level 2):

Job knowledge/technical expertise

In-depth knowledge of the subject matter:

  • Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
  • Serves as internal consultant in the area of expertise and shares knowledge with staff;
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit;
  • Keeps abreast of the new developments in the area of professional discipline and job knowledge and seeks to development him/herself professionally;
  • Demonstrates comprehensive knowledge of information technology and applies it;
  • Demonstrates comprehensive understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments.

Organisational learning and knowledge sharing

Developing tools and mechanisms:

  • Makes case for innovative ideas documenting successes and building them into the design of new approaches;
  • Identifies new approaches and strategies that promote the use of tools and mechanisms;
  • Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organisational learning and knowledge sharing and informal mechanisms.

Promoting accountability and results-based management

Input to the development of standards and policies

  • Provides inputs to the development of organisational standards for accountability and results-based management;
  • Develops and applies tools and techniques in assessing the application of programme and/or administer the policies and procedures;
  • Undertakes ad hoc analysis of issues emanating from policy application.

Education:

  • Master´s Degree in Social Sciences, International Development, (Relevant Field to the project focus) or public sector management. Post-graduate academic training in M&E and quantitative/qualitative research is an asset.

Experience:

  • Minimum of 5 years of progressively advancing experience in project-level planning, monitoring and results management in public international organisations and private internationally operating organisations in the area of development;
  • Demonstrated experience in results-monitoring and implementation of systems and tools in the area of RBM and monitoring and evaluation is a requirement;
  • Demonstrable training/experience in quantitative and qualitative data collection methodologies is an asset;
  • Familiarity with SPSS is preferable;
  • Experience in working at the country level, preferably in post-conflict environments;
  • Strong communication skills both written and verbal, demonstrated report writing skills;
  • Strong organisational skills;
  • Proven experience in the design and delivery of capacity development activities;
  • Experience working in multi-cultural teams in a requirement;
  • Computer literacy – MS office applications, web-based management information systems.

Language Requirements:

  • Fluent written and spoken English