Background Information – Sudan
The UNMAS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners with an aim of reducing the impact of explosive hazards on civilian population. UNMAS Sudan’s main activities include land release, risk education (RE) and victim assistance (VA) in areas affected with explosive ordnance. Currently, South Kordofan, Blue Nile and West Kordofan are affected with mines and ERW while 5 Darfur states are believed to contain ERW only. UNMAS also provides technical advice and training for Sudan National Mine Action Center (NMAC) and national mine action NGOs for improving national mine action capacity.
The Associate Programme Officer will be working on a project funded by the Government of Japan. As the sole funding source for the engagement, Japan plays a significant role in the design and implementation in the project. The Associate Programme Officer will provide the primary interface and liaison with representatives of the Japanese Embassy and Ministry of Foreign Affairs and s/he will communicate status updates verbally, in writing and via ad-hoc reporting, where the primary language will be Japanese.
Reporting to the Programme Officer, the Associate Programme Officer is responsible for the following tasks and responsibilities:
A. Functions / Key Results
- Programme development, planning and coordination
- Development and follow up of resource mobilization opportunities
- Stakeholder coordination, representation, and inter-agency collaboration
- Programme management support
- Knowledge management and document management
1. Programme development planning and coordination
• Support the programme officer in coordinating the development and articulation of the Country Programme Strategy (CPS) in line with relevant UN and government and/or national or regional strategies, and review/update at necessary intervals. Assist in ensuring CPS reflects in-house capacity, budget, typology of delivery areas and the internal tools and knowledge resources.
• Coordinate and collaborate with relevant stakeholders in-country and at HQ, to communicate programme requirements and client capacities.
2. Development and follow up of resource mobilization opportunities
• Stay abreast of policies on mine action, UN policies, and cross-cutting priorities, such as gender, diversity, conflict sensitivity, sustainability, and environment, to be included in programme design as relevant.
• Coordinate preparation of programme documents, including concept notes, proposals, and associated budgets and obtain approval before dissemination.
• Assist in drafting and/or reviewing of funding agreements and other project documents required for the signature and implementation of new projects.
3. Programme management support
• Support in drafting agreements and suggest compliance plans and monitoring frameworks to guide key departments and management teams to meet requirements of funding agreements, in coordination with HQ.
• In collaboration with relevant personnel, identify monitoring mechanisms to measure delivery against targets outlined in funding agreements.
• Assist in tracking programme results against targets, alert relevant management if delivery is not on track, compile data and draft reports to internal and external stakeholders and support the management team to prepare for internal reviews.
• Assist in coordinating information flow between implementation partner and donors
• Prepare, and provide editing support for, high quality summary and analytical reports including, but not limited to, project reports, annual reports, situation reports, and UN reports. Prepare written summaries of meetings/visits and ensure relevant team members implement follow-up actions, as appropriate; research and prepare analytical, and sometimes sensitive, documents for the management team.
• Assist coordinating communications between the Country Programme office and the headquarters Programme, Portfolio Management, and Risk, Quality and Partnership teams to support compliance to programme documents and funding agreements, and the implementation of policies, processes and methods according to internal standards.
4. Donor and partner relations (Japanese Embassy and Government counterparts)
• Assist with communication and liaison with the Japanese donor to the UNMAS Sudan Programme and any strategic Japanese partners.
• Assist with liaison and translation when Japanese delegations visit the programme and shall write and submit reports, communication briefings or media articles to the donor in Japanese.
• Assist in releasing strategic communications on programme achievements to increase the profile of the UNMAS Sudan programme for the Japanese public and government.
• Assist in maintaining relationships with UN, international organizations, donors, governments, and mine action stakeholders for the purposes of facilitating activities and improving the quality and relevance of programme implementation.
• Participate in, contribute to and report on the relevant inter-agency, UN mission, donor and inter-governmental coordination meetings in consultation with relevant programme technical experts when required.
• Assist in the development of communication strategies, linked to resource mobilization strategies, where relevant, to maximise communication impact and outreach and build awareness of Country Programme objectives.
• Support design, coordination and dissemination of public information products and communication activities as well as gather and draft content for communications products and platforms.
• Support preparations for official meetings, events, briefings, and field visits, and prepare talking points, briefing notes, presentations and speeches for the management team and senior UN officials.
5. Knowledge management and document management and innovation
• Maintain records of programme files and other necessary programme documents such as documentation of decisions and actions taken on programme issues.
• Assist in implementing relevant standards, tools and templates to effectively manage programme development and implementation.
• Identify, contribute to, record and share the ongoing development and implementation of best practice, lessons identified, and innovative approaches to improve overall programme performance
•Carry out any other related duties as needed.
- Advanced University Degree with 2 years of relevant experience
- University degree (bachelor’s degree or equivalent) with 4 years of relevant experience
- Relevant experience is defined as progressive experience in programme/project development or management or any other relevant fields, in either public or private sector organizations.
- Fluency in English is required (speaking, reading, and writing)
- Fluency in Japanese is required (speaking, reading, and writing)