Programme Management – Senior Assistant (Grants) At UNOPS

Background Information – Project Background
Over recent years, the Philippines has demonstrated a high potential for development. In 2013, in spite of Typhoon Haiyan, its Gross Domestic Product (GDP) grew by 7.2%, a net increase from 6.8% in 2012. The country thereby became the fastest growing amongst the five largest economies in the Association of Southeast Asian Nations (also including Indonesia, Malaysia, Singapore and Thailand) and the second in Asia after China. However, the Philippines still faces some challenges to ensure inclusive growth for its population.

With the specific aim of promoting inclusive growth by generating mass employment and reducing poverty, the Philippine Development Plan (PDP) 2011-2016 sets out nine key priorities. Good governance and anti-corruption constitute one of the nine distinct priorities, as well as being an overarching theme to each and every intervention. Within the governance chapter, the PDP gives a particularly prominent place to the rule of law, emphasizing its function as a key driver for both economic and social development.

Despite some exceptions, traditional governance indicators for the rule of law are on an upward trend. The country’s percentile rank in the general rule of law measurement of the Worldwide Governance Indicator has been steadily improving since its lowest score of 34.1 in 2009, to 36.5 in 2012 and 41.7 in 2013, although it is still far from its highest score of 52.2 in 1998. Likewise, the more detailed 2014 World Justice Project Rule of Law Index shows major gains with regard to the absence of corruption and order and security, and slight improvements regarding regulatory enforcement, constraints on government power, and fundamental rights since 2010. On the other hand, the Index also indicates some lags in the standard of civil and criminal justice, might be partly due to the contrast with improvements in other sectors more than to an actual worsening. However it nevertheless addresses the need to emphasize the areas in most need of attention.

To support the reform agenda for the rule of law as part of the Philippine Development Plan (PDP) 2011-2016, the Government of the Philippines (GoPh) and the European Union (EU) started to implement a Justice Sector Reform Programme to contribute to a better delivery of justice services. The Justice Sector Reform Programme: Governance in Justice (GOJUST1), was implemented from 2016-2020, focused on four interrelated components laid the ground for reforms such as: strengthened sector coordination and policy-making; implementation of case decongestion and automation; improvement of administrative and financial management; and sustainability of reforms through enhanced accountability.

Building from the success of GoJUST I, the EU in partnership with UNOPS and British Council agreed to support another five-year (2020-2025) Justice Sector Reform Programme: Governance in Justice II (GoJUST II). This successor project aims to strengthen the Rule of Law through a two-pronged approach by combining improved administration of justice and enhanced promotion and protection of human rights. The GoJUST II will build on the experiences and lessons learnt from the work done in the previous GoJUST I and previous EU-Philippines Justice Support Programme in the sector.

UNOPS is one of the implementing partners of GOJUST II under Indirect Management and will be responsible for the provision of logistical and administrative support, which may include the organization of training, workshops, seminars and study tours; procurement of goods and services; small works; grants management and communication and visibility.

Role Specific

The Grants and Contracts sub-team, as part of the UNOPS GoJUST II Project Team, will be responsible for providing support to the management of the Grants Programme under the GoJUST II’s key result area on “increased access to justice for vulnerable groups, including women”. The Programme Management – Senior Assistant (Grants) will assist and work closely with the Programme Management Officer (Grants Management) and the Senior Adviser from BC-TAT in charge of KRA3 for the determination of the focus of the grants, reach out to potential/target grantee and grantee evaluation.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities
The Programme Management – Senior Assistant (Grants) will work under the supervision of the Programme Management Officer (Grants Management). S/he will be responsible for providing support to the day-to-day operational grants and contract management of the GoJUST II Project. He/she is expected to assist the PMO – Grants Officer in the internal UNOPS assurance procedures and compliances. With guidance from her supervisor, he/she will collaborate and engage in activities with the Technical Assistance Team of GoJUST II.

Specific tasks will include:

Grant Administration

Support the various teams in the grant process from designing of the grant facility, call for concept notes or proposals, conduct of due diligence, preparation of grant awards, agreements and amendments.
Assist in ensuring all the necessary and relevant grant-related documents are assembled and organized appropriately and collect the necessary signatures.
Support the Grants management team in monitoring reporting deadlines and communicate with the Programme Management Officer (Grants Management) and the Programme team on pending and delayed reports.
Support the Contracts Unit in reviewing reports (e.g. financial reports, asset reports, preparing checklists) and recommending ways forward.
Assist in creating monthly reports and provide other data as required.
Assist in processing and maintaining Call for Proposal/Concept notes including uploading documents, receiving and acknowledging receipt of proposals, maintaining a database of submitted proposals.
Liaise with the Finance team for necessary information to on-going and upcoming payments, cash flow requirements and other relevant information on grantees and new grant agreements.
Follow-up independent partners’ payment schedules to prepare and process necessary documentation for grant payments in accordance with agreed upon payment schedule as per grant agreements and fund availability, create POs, prepare relevant necessary communication, and submit payment requests to Finance.
Assist in closure of projects with appropriate actions (e.g. project audits, clearance of final reports, assets management) and ensure overall adherence to required procedure before the final payment is released.
Maintain the archive and filing system by filing all required records for the grants both in hard copy and on the share drive.
Assist in the tracking of grants management tools including IP performance/traffic light reports.

Administration and Logistics

Assist in organizing training and workshops, grants sub-com meetings and documentation of the highlights of these events or meetings.
Raise POs and prepare payments as required.
Assist in the development, update and maintenance of grants management tools and databases.
Collect and maintain records, both hard copies and electronic copies for easy reference and retrieval, related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts.
Keep the supervisor and management updated on progress and issues, and prepare briefing materials as requested for discussions on grant status.
Other duties as may be assigned by the supervisor.

Capacity assessment and Capacity building

Assist team in the conduct of due diligence including financial and operational capacity assessments of the potential grantees, and follow-up actions identified in the assessment reports;
Assist in providing day-to-day support and guidance to the grantees and coordinate with the Programme Management Officer (Grants Management) and the Technical Assistance Team to ensure Grantee’s understanding of, and compliance to GoJUST II Grant Facility/Programme’s Operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements;
Actively compile lessons learned and best practices, and share knowledge and best practices within the GoJUST Project Teams and with Grantees, on financial and organizational management; and,
Contribute to the overall knowledge sharing and collaboration within the Grants and Contracts team in UNOPS Grants Management “Community of Practice”.

Documentation:

Assist in monitoring information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants;
Assist in the development and maintenance of a database and dashboard of all grant related information and documentation of all the implementing partners of the GoJUST Grant Facility;
Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status;
Document meetings of the team and other bodies in the grant programme, as may be assigned by the supervisor; and,
Other duties as may be assigned by the supervisor.

Education

Completion of secondary/high school is required.
University Degree in Development Studies, Commerce, Business Management, Public Administration or other related fields is desirable but not required.
A Bachelor or Masters would be an asset and may substitute for some of the required years of experience.

Experience

At least 5 years experience in grants and contracts management involving Civil Society Organizations, NGOs in national and/or international public or corporate organizations.
Experience in conduct of due diligence exercise or capacity assessments (including in finance management) for CSO/NGOs/POs or similar organizations is an asset;
Experience in Grants Monitoring and Evaluation for NGOs/CSOs/POs is an asset;
Experience in working with a range of stakeholders in social development context is an asset;
Some experience in UN system organizations is desirable;
Experience in the usage of G Suite is desirable.

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