Programme Support Associate, Riyadh, Saudi Arabia

Organization: UNDP - United Nations Development Programme

Country: Saudi Arabia

City: Riyadh

Office: UNDP Riyadh

Closing date: Friday, 13 January 2023

Programme Support Associate

Procurement Process : IC - Individual contractor

Office : RIYADH - SAUDI ARABIA

Deadline : 13-Jan-23

Posted on : 26-Dec-22

Development Area : CONSULTANTS

Reference Number : 97370

Link to Atlas Project : 00104967 - Umbrella Programme for MOFA

Documents : P11 IC Offerors Letter to UNDP Confirming Interest and Availability IC GTC ToR

Overview : The interested offeror must submit the application via the following link: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=110795

Terms of Reference for Individual Contractor

Post Title: National Programme Support Associate

Anticipated Starting Date: 15/01/2022

Duration: Six months

Location: Riyadh, Saudi Arabia

Project: Umbrella Programme for Advisory Support to MoFA

National or International consultancy: National Consultant

A.Project Title

Umbrella Programme for Advisory Support to MoFA

B.Project Description

Vision 2030 was adopted as a methodology and roadmap for economic and developmental action in the Kingdom of Saudi Arabia. To grant the Kingdom a leading position in all fields, the Vision sought to identify the country’s general directions, policies, goals, and objectives. Accordingly, this requires Saudi Arabia to open up to the external world, as well as strengthen its positive global image while enhancing regional relations. This, in turn, accentuates the role of the Ministry of Foreign Affairs in the realization of Vision 2030.

While the Vision requires promoting economic and commercial activities, enhancing public services for citizens, the efficiency of public expenditures and upgrading resource allocation, it also highlights the importance of cooperation with the United Nations System. Particularly, it highlights the potential UNDP has as the UN Agency with the largest presence in the Kingdom. The Ministry of Foreign Affairs is UNDP’s chief coordinating agency through which programming in the national context is undertaken with all other partners in the Kingdom. However, UNDP is uniquely positioned to leverage its international name recognition, presence, and networks to support the Ministry of Foreign Affairs fulfil its mandate.

Consequently, the Umbrella Programme for Advisory Services to MoFA was developed as a flexible cooperation framework to encourage MoFA to increase its programmatic engagement with UNDP. The extant Project Document was signed on 01 September 2018, with the following pillars: Strengthening public diplomacy, supporting Prince Saud Al-Faisal Institute of Diplomatic Studies, Providing advisory services to the organizational units at MoFA (political-economic, specialized consular, general affairs, planning and development, legal unit and human resources unit) Promoting the international representation of Saudi Arabia, and finally, Supporting recruitment of Saudi nationals in the UN system. The project is nearing its closure date in December 2022, and a new project is under discussion with MoFA, slated to begin in January 2023.

C.Scope of Work

Under the supervision of the Senior Programme Associate, Programme Advisor/Officer, the incumbent will be primarily responsible for providing high-quality project and administrative, coordination and monitoring support for the implementation of the projects. S Under the overall supervision of the Programme Advisor, the incumbent will undertake work which falls along two integral tracks:

Support to Overall Project Needs:

Ensure the achievement of outputs/results in line with the approved work plans through the day-to-day planning, management coordination and implementation of activities.

Responding to day-to-day counterpart needs by maintaining close coordination with assigned project partners, incl.

Assisting the Programme Advisor in coordinating the exchange of information on coordination for Programme needs, meeting requests and required signature retrievals

Act as a go-between with UNDP-HR on issues relating to UNDP contracted experts currently working closely with the counterpart.

Act as a go-between with Procurement and Finance in response to Project Needs

Provide counterpart with regular progress reports (e.g. weekly) with regard to all ongoing requests and projects.

Provide counterpart with regular financial reports (e.g. bi-weekly) for budgets of all three outputs in a manner both accurate and easily intelligible.

Monitoring and Evaluation:

Coordinate delivery of assets, maintain records of assets management and prepare asset reports

Maintain files and ensure proper records of project working files in line with corporate requirements (project audit, evaluation, and operational and financial closure).

Monitor and follow up on project progress according to project documents and UNDP procedures. Ensure timely submission of financial and activity reports by implementing partners. Ensure regular updating of project risk logs and lessons learned logs.

Undertake any other duties as required by Project Management and Counterpart, incl. drafting letters, meeting minutes, talking points, and preparing translations where needed.

Support for UNDP-CO Initiatives

Support in helping to identify new project activities in close coordination with Project Management, international SMEs and Counterpart

Assisting Project Management in monitoring the balance between reactivity to Counterpart’s ongoing needs and strategic future-facing ideas.

Support in identifying the need for international subject matter experts, sourcing them and recruiting them, in accordance with UNDP guidelines and procurement workflows

Providing insight to a team of international experts and required support in organizing/conducting project activities, initiating routine communication with them relating to the implementation of the project and drafting of official documents.

Propose solutions to any administrative issues whenever relevant and possible.

Overseeing UNDP’s support on the Programme’s newly added revisions on all matters pertaining to the assessment, analysis and reform of a given Umbrella Programme.

Develop Concept Notes, project documents and proposals to support CO advocacy efforts across different constituencies.

D.Expected Outputs and Deliverables

Deliverables/ Outputs

Estimated Duration to Complete

Target Due Dates

Review and Approvals Required

Project Revision Signature

One deliverable

ASAP

Programme Advisor

Finalization of negotiations on new Project Document and signature

One deliverable

ASAP

Programme Advisor

Regular Progress Report

7 days

recurrent at the end of each month

Senior Programme Associate, Programme Advisor/Officer

Monitoring Report of MoFA UNV Embeds

22 days

recurrent at the end of each month

Senior Programme Associate, Programme Advisor/Officer

Corporate Requirements Support across the entire pillar 3 portfolio

As needed

on a monthly basis

Senior Programme Associate, Programme Officer

Other liaison work as deemed necessary by the Pillar 3 Team

Ongoing until the end of the contract

on a monthly basis

Senior Programme Associate, Programme Advisor/Officer

E.Institutional Arrangement

Senior Programme Associate and Programme Advisor/Officer who will directly supervise the Contractor, and to whom he/she will be directly responsible to, reporting to, seeking approval/acceptance of output from.

Reporting and follow-up Mechanism: The Expert will report monthly to his/her supervisor and to the Senior Programme Associate Advisor. The Specialist will submit monthly reports to his/her supervisor including activities, outputs, performance indicators, challenges, lessons learned, and recommendations

F.Duration of the Work:

The expected duration of work is 6 Months, with the possibility of an extension.

The anticipated starting date of the assignment is 15th of January 2023. And the expected date of full completion of all tasks under this assignment is 20th of April of 2023.

G.Duty Station

The assignment will be in country (Riyadh, Saudi Arabia). He/ She will be embedded within the Umbrella Programme for Advisory Support to MoFA

If unforeseen travel outside the consultant’s home-based city is requested by UNDP and not required by the Terms of References (ToR), such travel shall be covered by UNDP in line with applicable rules and regulations and upon prior written agreement. In such cases, the consultant shall receive living allowances not exceeding the United Nations (UN) Daily Subsistence Allowance (DSA) rate for such other location(s).

Note: A written approval from UNDP and relevant authorities will be required to facilitate the consultant’s travel to any locations than stated on this TOR on official missions where necessary.

Working Arrangements:

All mission travels must be approved in advance and in writing by the Supervisor.

United Nations Development of Safe and Security - BSAFE course must be successfully completed prior to the commencement of travel.

The Consultant is responsible for ensuring they have vaccinations/inoculations when traveling to certain countries, as designated by the UN Medical Director.

The consultant is also required to comply with the UN security directives.

The consultant is responsible for obtaining any visas needed in connection with travel with the necessary support from UNDP.

The consultant will be responsible for submitting his/her own mission travel arrangements in line with UNDP travel policies.

The consultant is responsible for required health and life insurance related to work or travel.

The consultant is expected to have his/her own Laptop/Computer.

H.Qualifications of the Successful Individual Contractor

Min. Education requirements

Bachelor’s degree in Business Administration, Management, Accounting, or a related field.

Min. years of relevant work experience

Minimum 3 years of professional experience in Administrative or Financial support or office operating within international or national foreign projects or organizations.

An excellent understanding of administrative and fiscal management and commitment to producing timely and accurate reports and budgets.

Demonstrated proficiency in using office equipment with computer literacy in Microsoft Office, spreadsheets, and PowerPoint presentations, and experience in financial management systems.

Required skills

Prvoen experience with government counterparts

Proven experience of record-keeping and management of information

Required Language(s)

Fluency in written and spoken English & Arabic is a must

Competencies

üExperience with planning workshops and conferences

üExcellent budget management skills

üAttention to details

üAbility to communicate effectively

Corporate Competencies:

Demonstrates integrity by modelling the UN’s values and ethical standards

Promotes the vision, mission, and strategic goals of UNDP

Displays cultural, gender, religion, race, and nationality sensitivity and adaptability

Functional Competencies: