Background |
The objective of the Directorate is to support the Bureau Director and Assistant Administrator to lead strategic policy direction of UNDP with its mandate for Crisis Prevention and Recovery (CPR) – including the implementation of specific projects/programmes and management of the UNDP Thematic Trust Fund (TTF) for CPR. The Directorate oversees strategic management and coordination of the Bureau ensuring efficient implementation and coherence through, inter alia, information sharing, convening and managing internal and cross-Bureau meetings, joint trainings and intra-Bureau planning events.
The Directorate is headed by a Management Advisor (Chief of Staff) who reports to the Bureau Director. The Chief of Staff ensures coherence and coordination of all Directorate staff, including assistants to senior management in substantive divisions and Geneva. Within the Directorate an ‘External Relations Team’ – managed directly by the Chief of Staff – takes the lead on CPR donor relations, resource mobilization and donor reporting (in close liaison with UNDP’s Partnership Bureau) and overall external communications and advocacy for the Bureau
Under the overall guidance and supervision of the Chief of Staff and in close collaboration with the External Relations team, the Programme Analyst will provide support for the implementation of BCPR’s resource mobilization initiatives, advocacy, donor relations and dissemination of information utilizing multimedia tools.
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Duties and Responsibilities |
- Supports the oversight of the quality of donor reports
- Manages the process and flow of donor reporting and other donor-related matters, including support to donor relations and fundraising
- Provides advice and support to strengthen internal donor reporting capacity
- Provides support to BCPR’s advocacy, partnership-building and resource mobilization activities
- Performs targeted research on donors and supports donor analysis, as well as collaborates in the management of donor database and in donor reporting
1. Supports the oversight of quality donor reports through substantive inputs and editing, focusing on achievement of the following results:
- Country offices and regional teams provided with support advice, models and templates as needed, including some (non-technical) areas of donor agreements
- High-quality donor reports produced according to the standard UN formatting and style, customized to donor interests and requirements
- BCPR units responsible for drafting and reviewing donor reports informed in a timely fashion of specific issues that require re-drafting of the donor report
- Cover letter to the donor report drafted, summarizing achievements of the reporting period, commenting on future plans and positioned to strengthen continued support of the donor for BCPR
- Success stories, project/programme results and other outcomes of special interest or note identified from the donor report brought to attention of management and other BCPR staff for advocacy and donor relations purposes
- Monitoring and tracking of proposals submitted to donors, and tracking newly-signed agreements; responding to capacity needs of information sharing and quality control to support improved and more coherent donor relations
- Donor intelligence – electronic systems maintained and information management tools improved -- gathering and assessment of donor intelligence to support External Relations team and the Directorate
2. Manages the process and flow of donor reporting and other donor-related matters, including support to donor relations and fundraising, focusing on achievement of the following results:
- Efficient and effective production of quality donor reports in a timely fashion and with a results-based focus; reports issued on the intranet
- Donor agreements, project and programme documents, donor reports (and cover letters), and other relevant documents posted on-line by responsible BCPR units
- Donor reporting systems regular updated and maintained; management of reporting infrastructure refined and strengthened; reporting schedule, commitments and timeframes for action coordinated with units both at HQ and the regional teams and training materials are developed and shared
- Donor report origination, review and clearances and sign-off on narrative report monitored for timeliness; liaison with Finance unit and alignment of financial reporting with narrative report
- Routine and extraordinary donor correspondence oversight as needed, including acknowledgements for contributions and pledges, requests for no-cost extensions
- Regular follow-up and verification with ATLAS reports
3. Provides advice and support to strengthen internal donor reporting capacity, focusing on achievement of the following results:
- Donor reporting process codified, including areas of responsibility and timeframes for actions, in consultation with other responsible BCPR units; disseminated and updated, as necessary
- Strengthening of information sharing and organizational learning among BCPR units through development and use of web-based resources such as tools, templates, models, tips and guidelines, helping ensure organization-wide quality, consistency and coherence in donor reporting
4. Provides support to BCPR’s advocacy, partnership-building and resource mobilization activities, focusing on the achievement of the following results:
- Administration of elements of BCPR’s advocacy strategies, utilizing multimedia tools including internet, intranet and electronic and printed media
- Arrangement of publicity, advocacy, knowledge-sharing events and promotional opportunities, utilizing the national/international news media
- Establishment of links with stakeholders/partners where they do not already exist
- Provision of specific support and advice to country offices/bureaux, including donor intelligence, training, support on policy, tools and procedures
- Liaison with UNDP HQ (Partnerships Bureau and Regional Bureaux) and COs to further strengthen BCPR’s links with all of UNDP and donor countries, expansion of networks and identification of opportunities for increased visibility
- Advice to BCPR regional and country teams on drawing up agreements, MOUs with donors based on standard UNDP models
- Finalization of donor agreements for contributions channeled through the Thematic Trust
- Recording and sharing of lessons learned with BCPR/UNDP colleagues
- Backstopping of operations and administrative functions for the Directorate/External Relations team, including support to Chief of Staff in the preparation of annual workplans; travel arrangements for Chief of Staff and External Relations Specialist when necessary; preparation of travel authorizations and all related travel arrangements, drafting of correspondence; maintenance of hard and electronic copy filing system; and support in the preparation and organization of conferences, seminars, annual retreats, and any other programme related events; and support to Chief of Staff in coordination and preparation of the quarterly BCPR Travel Ban Weeks
5. Performs targeted research on donors and supports donor analysis, as well as collaborates in the management of donor database and in donor reporting, focusing on the achievement of the following results:
- Research, development and maintenance of database on new funding sources, including decentralized cooperation actors, international/regional/national/local governmental and non-governmental organizations, private sector entities
- Maintenance and update of BCPR database of donor contributions, agreements, events and contacts.
- Coordination and follow-up with responsible focal points within BCPR on the pending reports to donors and any other donor pipeline action list
- Provision of briefs on the status of relations with donors and responding to ad-hoc queries from donors and establishing contacts with other parts of BCPR/UNDP
Impact of Results The key results of this job has a critical impact on the smooth functioning and overall effectiveness and efficiency of the Directorate and External Relations Team which, in turn, will impact on the effectiveness of BCPR’s efforts to improve the quality and timeliness of information and reports to donor/recipient governments and UN departments on BCPR activities, strengthen resource mobilization efforts and build and/or maintain donor support and partnerships.
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Competencies |
Functional Competencies:
BUILDING STRATEGIC PARTNERSHIPS Level 1.2: Maintaining a network of contacts
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
- Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING Level 1.2: Basic research and analysis
- Documents and analyzes innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
RESOURCE MOBILIZATION Level 1.2: Providing inputs to resource mobilization strategy
- Collects, researches and analyzes information on resource mobilization and utilization, drafts reports and documents and maintains information/databases on potential and actual donors and donor funded projects
- Provides data and information needed for preparation of fund raising activities and resource mobilization documents ensuring needs of donors are met
- Records information on donor contributions/funding in a timely, organized and accessible manner and ensures that funds have been used in a fashion that reflect donor agreements
JOB KNOWLEDGE/TECHNICAL EXPERTISE Level 1.2: Fundamental knowledge of own discipline
- Understands and applies fundamental concepts and principles of external and donor relations area relating to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Demonstrates good knowledge of information technology and applies it in work assignments
CLIENT ORIENTATION Level 1.2: Establishing effective client relationships
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Core Competencies:
Ethics & Values: Demonstrating/Safeguarding Ethics and Integrity. Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values
Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients
Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking. Takes initiative and seeks opportunities to initiate action
Working in Teams: Acting as a team player and facilitating team work. Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively. Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
Self-Management & Emotional Intelligence: Creating synergies through self-control. Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement
Conflict Management/Negotiating & Resolving Disagreements: Managing conflict. Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Actively seeks learning opportunities, adopting best practices created by others
Appropriate and Transparent Decision-making: Informed and transparent decision making. Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level
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Required Skills and Experience |
Education:
A minimum of a Master’s degree or equivalent in the field of communications, economics, public relations, journalism, public administration or other relevant/similar field.
Experience:
- At least 2 years of specialized professional experience in public relations, communications, donor relations and advocacy at the national and international level.
- Demonstated capacity for drafting clear messages and concise reports
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems
- Computer literacy in publications and graphic design software will be appreciated
- Substantive knowledge of ATLAS
Language Requirements: Fluency in English, both oral and written, is required; working knowledge of other UN official language is an asset
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