Programme Specialist, Operations and Programme Administration; Programme Division - Nairobi - United Nations Population Fund

Description

Job Title: Programme Specialist, Operations and Programme Administration

The United Nations Population Fund (UNFPA) is seeking a highly skilled Programme Specialist to support the Programme Division's management in ensuring the effective management of core resources and providing operational and financial support to meet their obligations under UNFPA policies and procedures.

This role plays a key function in standardising working practices and fostering collaboration across thematic teams. The incumbent must possess excellent project management skills, broad operational knowledge, and a solid understanding of UNFPA's thematic areas.

Key Responsibilities:

• Operations Management for the Division: Supervise General Service (GS) staff supporting the PD office, programme administration, and core finances;
• Develop and implement standard operating procedures across PD branches to ensure consistency and standardisation within the Division;
• Ensure the integrity of financial systems, review budget requirements and ensure consistent application of UNFPA policies, rules and regulations;
• Oversee PD travel and logistics administration;
• Review the Branch work plans, and monitor results achievement, in collaboration with programme teams;
• Ensure high quality procurement and other support services, monitoring the quality and timeliness of service providers;
• Routinely monitor financial reports for unusual activities and transactions, and alert Branch Chief and DMS/Finance Branch;
• In collaboration with the Knowledge Management team to promote effective knowledge management practices within the Division;
• Build staff capacity through coaching and mentoring on operations management best practices for programme implementation and sound project management;
• Support Division-wide initiatives, including team retreats.

Programme Administration and Management:

• Provide support to non-core funded programmes and thematic teams, as needed. This may include preparing documentation for the Resource Management Committee (RMC), liaising with thematic leads on activity planning and costing, consolidating communications to Regional and Country offices, monitoring expenditures and supporting engagement with other HQ units;
• As required, provide coordination and financial oversight to cross-thematic non-core projects, working closely with the Programme Division Directorate;
• Participate in the development, implementation and evaluation of flagship programmes; monitor and analyse programme/project development and implementation; review relevant documents and reports; identify problems and propose corrective actions; liaise with relevant parties and track follow-up actions;
• Coordinate budget and funding activities (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepare required documentation and reports;
• Support engagement with other UNFPA units, such as DER (PFFB), DMS (SPB, FASB, FB), ITSO and SCMU, for coordinated programme management and administration;
• Coordinate the development of new funding proposals, and support programme leads in the development of funding proposals and project workplans, including scope, schedule and budget;
• Regularly engage with other units to support corporate fundraising efforts.

Requirements:

• Post-graduate University Degree in public administration, social science, public health, population studies, programme management, communications or other relevant field;
• A minimum of five (5) years of progressively responsible experience in coordinating and managing international development projects and/or managing staff and operational systems, including at least 2 years in an international context;
• Demonstrated knowledge of results-based management, operations, financial management and reporting;
• Proven ability to lead the formulation, administration, management and monitoring of projects;
• Solid knowledge of financial and human resources management, contracts, procurement, information and communication technology, and general administration;
• Excellent communications skills;
• Familiarity with the UN's operational environment;
• Knowledge of population and sustainable development issues is desirable;
• Programme management experience within the UN system is desirable;
• Fluency in English required; knowledge of other official UN languages, particularly French, is highly desirable;
• Exemplifying integrity;
• Demonstrating commitment to UNFPA and the UN system;
• Embracing cultural diversity;
• Embracing change;
• Achieving results;
• Being accountable;
• Developing and applying professional expertise/business acumen;
• Thinking analytically and strategically;
• Working in teams/managing ourselves and our relationships;
• Communicating for impact;
• Delivering results-based programmes;
• Participating in the formulation of programme proposals and ensuring substantive rigour in the design and application of proven successful approaches;
• Determining workload and resource requirements for programmes and projects;
• Monitoring specific stages of programme implementation and progress towards predefined milestones;
• Implementing work adjustments based on lessons from monitoring progress;
• Pro-actively sharing information and knowledge within the organization for more effective results.