Project Manager – PPID for e-Government
The purpose of the position is to manage and coordinate activities within the Project Preparation and Implementation Department (PPID) in charge of projects financed by International Financial Institutions (IFIs) within the Office for IT and e-Government (ITE).
To ensure results oriented, effective, efficient and accountable implementation of project activities and achievement of project results.
Digitalization is increasingly becoming the backbone of any and all functional restructuring in the public sector, an objective driver of change management and a precondition for transformative development. Going digital, being a horizontal measure, is also accelerating the attainment of Sustainable Development Goals (SDGs). While it directly falls under SDG 16, e-governance is contributing to building stronger institutions – effective, accountable and transparent – at all levels.
The Government of Serbia, elected in June 2017, has heavily prioritized digital transformation of the national economy and state administration. The Prime Minister's Keynote Address before the Parliament stressed digitalization and education as the most important catalysts of innovations, competitiveness and growth for Serbia in the coming years. It also stressed the need for a rapid digitalization of public administration and provision of integrated, secure and citizen-focused electronic services. This political support has materialized in August 2017, when the new Government formed the Office for IT and e-Government (ITE) and appointed the Prime Minister as head of the Council for Innovative Entrepreneurship and Information Technologies (IT Council).
UNDP has been providing support to this broad digitalization agenda of the Serbian Government since its inception, through the "Serbia at your Fingertips – Digital Transformation for Development" project. This Project comprises five segments. The first three relate to development of the e government system, the fourth includes support for implementation of activities from the agendas of ministerial IT and Creative Industries councils, while the fifth includes support for implementation of big infrastructural projects.
In addition, the Government of Serbia has requested assistance of the World Bank in supporting the reform efforts, through a loan. To this effect, the World Bank has initiated the Enabling Digital Governance Project (EDGE). The project, expected to be launched in 2019, aims at contributing to development of the digitalization ecosystem in Serbia, through implementation of the following components: 1) Foundations for Digital Service Delivery; 2) Transforming Services for Citizens and Businesses; and 3) Change Management and Institutional Strengthening.
For the purposes of effectively managing and coordinating these and future projects with IFI financing, UNDP is supporting the establishment of a Project Preparation and Implementation Department (PPID) at the ITE.
The Project Manager will lead the PPID, tasked with managing and coordinating experts and other staff of the PPID, as well as overseeing the project and ensuring its timely preparation and implementation. S/he will also ensure co-ordination between the PPID and relevant ministries and other beneficiaries of project support, departments of relevant ministries tasked with coordinating project preparation and implementation, and the Ministry of Finance, with the overall aim of ensuring appropriate preparation and implementation of the project, expenditure of funds, and timely reporting in form and timeframe required by relevant financier. The Project Manager will also be responsible for monitoring and reporting on performance of the project during its preparation and implementation period, as well as with regards to the drawing of loan/donor funds. The Project Manager will take any and all measures available to him/her to ensure preparation and implementation of the project and achievement of its individual objectives, in compliance with deadlines and costs listed in the Project Procurement Plan and other relevant documentation which will be created by the Procurement and Financial specialists.
Duties and Responsibilities
Measurable outputs of the work assignment
The PPID Project Manager will ensure that the PPID operates in a manner that will ensure complete coordination between all project stakeholders (ministries and/or other beneficiaries of project support) during project preparation and realization. S/he will prepare and execute the Project Procurement Plan, ensure timely reporting in the form and timeframe required by the relevant financier, ensure drawing of loan/donor funds in compliance with the deadlines envisaged. S/he will be responsible for appropriate expenditure of funds, drafting of reports and preparation of meetings of the inter-ministerial Coordination Council for e-Government, preparation of any modifications to project documents, collaboration with independent auditors engaged to audit annual reports, and cooperation with the financiers’ staff during project monitoring.
Specific responsibilities include:
- Organize, coordinate, integrate, and monitor operations of the PPID and the institutions involved in the project during its preparation and implementation. The Project Manager will ensure timely preparation and implementation of the Project Procurement Plan created by the Procurement and Financial specialists, as well as other relevant documentation, and drafting and submission of reports and requests for disbursement of project funds;
- Develop, improve, and implement project procedures and protocols as established under rules and regulations of the relevant financier, and ensure adherence to such procedures, as well as any other relevant documents;
- Manage preparation and implementation of the project and cooperate with the ITE, line ministries and the Ministry of Finance to ensure timely and sound accomplishment of project activities and adherence to terms and conditions of the specific Loan/Donor Agreement and timely project budgeting;
- Oversee day-to-day activities of the PPID, evaluate performance and operational effectiveness (including ongoing staff evaluation and feedback on their performance), and recommend changes where necessary;
- Develop and supervise implementation of standardized administrative and operating procedures for the PPID, including but not limited to maintenance of record-keeping and data storage systems; accounting and reporting formats for financial transactions of the project; procurement and contract monitoring system, etc.;
- Regularly monitor the status of project activities (by drafting and updating preparation and implementation plans and schedules, operational manuals, payment projections, etc.), including by drafting and submitting comprehensive progress reports, as mandated under the terms and conditions of the specific Loan/Donor Agreement; drafting proposed changes to project documents to reflect the expected results; and delivering other reports regarding the project (such as annual reviews and semi-annual financial statements);
- Take part in development, improvement, and implementation of procedures envisaged under the annual project budget; preparation of supplementary budgets where required; and cooperate with finance staff of the line ministries and the Ministry of Finance, to ensure all expected project costs are fully captured;
- Assesses whether the Terms of Reference for experts who will be engaged for the project, contain specific conditions, tasks and activities defined by the financiers’ relevant rules and regulations, to ensure full compliance;
- Submit monthly reports on his/her performance and the performance of experts and other PPID staff for approval of payment for services rendered;
- Provide internal training on project-related matters to staff of the ITE and relevant ministries;
- Perform other duties in support of project preparation and implementation, as required.
Performance Indicators for evaluation of results
- Project results delivered;
- Direction and guidance to project team provided;
- Dialogue with relevant ministries, stakeholders and beneficiaries maintained;
- Reports and workplans developed on time and in line with quality standards;
- Sound management of project finances;
- Project activities and achievements captured and presented;
- Team learning and knowledge management organized as a part of project cycle.
- Good application of Results-Based Management;
- Good communication, coordination and facilitation skills;
- Consistently ensures timeliness and quality of project work;
- Establishes lasting relationships and substantive dialogue with clients;
- Treats all people fairly without favoritism;
- Strong oral and written communication skills;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Demonstrates integrity by modeling ethical standards.
Required Skills and Experience
- Advanced degree or minimum 4-year university degree in economics, international economic relations, governance, public sector, MBA or other relevant fields.
- Minimum 8 years of total professional experience, out of which at least 5 years of experience managing projects and staff, and at least 3 years of relevant experience with projects of international financial institutions;
- Experience working with or within both the public and private sector.
- General knowledge of procurement and financial management procedures of international financial institutions. Previous experience with World Bank or EU projects will be an advantage;
- Possession of PMP (Project Manager Professional) or Prince 2 certificate will be considered as an advantage;
- Knowledge of computer, office software and web-based applications use.
- Ability to organize and motivate team, deliver when working under pressure and within changing circumstances;
- Excellent writing/reporting and presentation skills;
- Excellent interpersonal, networking and team building skills.
- Excellent knowledge of written and spoken Serbian and English.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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- Organization: UNDP - United Nations Development Programme
- Location: Belgrade (Serbia)
- Grade: SB-4, Service Contract, Local Contractors Agreement - Junior level
- Project and Programme Management
- Managerial positions
- Democratic Governance
- Closing Date: 2018-10-04