Project Management Analyst for OIC - IPSA-9 - Home based - Part-time (70%)

Office/Unit/Project Description 

1. Objective:

The purpose of this procurement exercise is to contract an individual consultant Project Management Analyst - who would support the Ocean Advisor and Project Manager for the Ocean Innovation Challenge – to ensure the smooth functioning of the financial and logicistical aspects of the OIC Innovators. Through this contract, the consultant will provide support to UNDP BPPS WOGSP on the following topics:

• Support financial management of the Ocean Innovation Challenge, and support the Water and Ocean Governance Support Programme
• Support the procurement process for the Ocean Innovation Challenge in compliance with ACP and all UNDP POPP requirements
• Support the Ocean Innovation Challenge, and support the Water and Ocean Governance Support Programme communications team efforts
• Maintain organizational aspects of the Ocean Innovation Challenge, and Water and Ocean Governance Support Programme as needed
• Provide support and guidance to the emerging Aqua Innovation Challenge

1. Background

The UNDP Water and Ocean Governance Programme (WOGP) has one of the largest ocean and fresh water project portfolios in the UN System. Working from source to sea, WOGP continues to expand its innovative work in both marine and freshwater ecosystems. With support from Sida, The Water and Ocean Governance Support Programme includes the UNDP Ocean Advisor/Ocean Innovation Challenge. Specifically, the 2nd high-level United Nations Conference to Support the Implementation of Sustainable Development Goal 14 (SDG 14): "Scaling up ocean action based on science and innovation for the implementation of Goal 14: Stocktaking, partnerships and solutions" As one of the key players in the UN Ocean Conference, UNDP BPPS  through the Water and Ocean Governance Support Program launched the Ocean Innovation Challenge with the intention to serve as a source for innovations leading to actionable, sustainable, replicable, scalable, and potentially transformative improvements in Ocean management for meet the commitments of SDG 14. The first-round open call for proposals focusing on SDG 14 Target 1, marine pollution - was launched in early 2020, and was finalized in early 2021. Of the 609 original applicants 9 have successfully passed all required steps, including clearance by ACP. These innovations will be implemented for up to 24 months, for a maximum of $250,000 each. The second round of calls was launched March 9, 2021, focusing on the sustainable fisheries targets in SDG 14. This second call closed 9 May 2021. The third round of calls was launched 10 February 2022, focusing on MPAs, Area-Based Management and the Blue Economy; the third call closed on 29 April 2022. Pending additional funding, future calls for proposals are envisaged on a yearly basis.

The UNDP Advisory Committee on Procurement has placed strict requirements for monitoring, oversight and support of the Ocean Innovation Challenge, and as the cohort of innovators expand, additional operations support is required. In addition, an Operations Analyst with strong skills in financial, procurement, communications, and organizational support, including strong experience with UNDP ATLAS now Quantum is required to support the OIC and WOGP Team.

An emergent Aqua Innovation Challenge will require guidance and support based on the lessons learned from the Ocean Innovation Challenge. Working with the OIC Team and the Water and Ocean Support Team, the incumbent will be engaged in providing advisory support, mentoring, and guidance to the AIC Operations Team.

Through this contract, the consultant will provide support to UNDP OIC from 21 June 2023 to 31 December 2024 with the following deliverables: 

3.1 Financial

• Coordinate the work of the OIC team with Water and Ocean Governance Support Procurement and Operations Teams to ensure compliance with UNDP financial and operational rules and regulations 
• Coordinate timely submission of all innovation project invoices; review and process related payment documentation to ensure alignment with the POPP
• Help ensure effective management of the project resources, monitor the expenditures, commitments and balance of funds under the project budget lines; preparation of weekly and quarterly expenditure reports
• Guide and coordinate OIC Innovators on all aspects of financial reporting; conduct related trainings and expenditures quality control 
• Monitor OIC Innovators’ adherence to milestones and coordinate agreement amendment requests
• Capture lessons learned for replication and upscaling of innovation challenge approaches

3.2. Support to Procurement Processes

• Provide support at all stages of calls for proposals, coordinate the work of OIC Team with Procurement unit 
• Conduct due diligence for OIC contractors, innovators, and subcontractors
• Conduct PCAT for all potential innovators under the Ocean Innovation Challenge with the OIC Manager and Sr. Management Mentor
• Support in review, arrange and prepare materials for submission to Advisory Committee on Procurement (ACP) as needed, and compiles all files, annexes, and responses to querries
• Provide support in recruitment process of individual consultants and other general HR-related issues, such as drafting ToRs, conducting technical and financial evaluations, organizing interviews, preparing meeting minutes 
• Keep logs of risks, issues, lessons learned, quality management, and project implementation monitoring (in accordance with UNDP procedures)
• Prepare knowledge management materials for replication and upscaling of the innovation challenge modality as needed

3.3. Donor relations

• Support the OIC and Water and Ocean Governance Support Team management in maintaining communication with existing donors 
• Assist the OIC and Water and Ocean Governance Support Team management in organizing negotiations on cooperation with potential donors in order to identify and mobilize additional resources
• Contribute to annual donor reports by preparing financial reporting data and lessons learned materials

3.4. Organizational support

• Maintain, organize and update OIC archiving system, for auditors and for project use
• Arrange and prepare materials for OIC Technical Review Board Meetings and other large-scale meetings; prepare and/or proof-read minutes
• Process international travel arrangements, as needed, in line with UNDP regulations
• Organize and/or provide support in organizing project events (meetings, conferences, trainings and other)
• Monitor project staff’s contractual deadlines; coordinate contract extensions, recruitment as needed, in line with UNDP regulations

The Project Management Analyst will be responsible for the delivery of a monthly progress report to be delivered at the end of each month covering the following points:

Institutional Arrangement

• The Project Management Analyst shall work home-based for the duration of the assignment
• The Project Management Analyst will report to the Ocean Advisor and Project Manager for the Ocean Innovation Challenge
• The Project Management Analyst will engage/interact with the Supervisors in person, by email and Teams/Zoom on a regular basis. In addition, Project Management Analyst will also engage with other UNDP colleagues based in NY, relevant regional hubs, and country offices through these same virtual platforms 
• Given the global consultations to be undertaken during this assignment, the Project Management Analyst is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones where applicable