Project Management Support Analyst (Open to all applicants), New York, United States

## Project Management Support Analyst (Open to all applicants), New York, United States - Organization:UNDP - United Nations Development Programme - Office:UNDP New York, USA Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below: - Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026 - Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) - Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts - Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Office/Unit/Project Description The Bureau for External Relations and Advocacy (BERA) is responsible for UNDP's external relations, advocacy, and communications. Within BERA, the Partnerships Group manages strategic relationships with resource partners and leads on identifying and maximizing resource mobilization opportunities. The Japan Unit, under the Partnerships Group, oversees UNDP's partnership with the Government of Japan, one of its largest contributors. The Unit serves as an oversight mechanism to ensure a coordinated approach across the organization, maintaining strong donor relations and ensuring the quality and accountability of Japan-funded programmes. To meet the Government of Japan's expectations, the Unit maintains a comprehensive database of earmarked Japan funds, coordinates closely with Regional Bureaus and Country Offices, and provides strategic inputs for policy dialogues and resource mobilization. The role requires proven experience in managing large, complex, multi-country grant portfolios, liaising effectively with government counterparts, UN agencies, and other stakeholders, and leading reporting and compliance processes for donor-funded projects. 1.Ensure effective project management - Lead fund project management and financial monitoring of Japan-funded projects, coordinating with the Bureau of Management Services (BMS), the Global Shared Service Centre (GSSC), Regional Bureaus, and Country Offices. Oversee fund transfers, monitor financial status, and manage refunds to ensure donor compliance. - Oversee and update the Japan-funded projects database on SharePoint, ensuring accurate, real-time project status in consultation with relevant Bureaus. - Coordinate and review submissions of final narrative and financial reports and extension requests to the Government of Japan, ensuring alignment with agreed project management frameworks. - Implement MOFA's request to improve project management by minimizing delays (reducing no-cost extensions) and ensuring the swift and accurate processing of returned unspent project funds after account settlement. Drive efficiency improvements and strengthen coordination across UNDP's bureaus to meet these priorities. 2.Reporting and supporting the preparation of high-level briefing notes - Analyze portfolio trends by sector, region, and funding scheme; prepare strategic briefing materials for senior management, policy dialogues, and donor engagement, including inputs for the Annual Consultation and TICAD-related events. - Draft and review high-level briefing notes and reports for senior UNDP officials, ensuring accuracy, strategic messaging, and alignment with donor priorities. 3.Monitor and report on progress in implementing project activities and achieving the targets set. - Review the results framework and update the indicators, baselines, and targets of the assigned portfolio. Develop clear strategies and an effective system for data collection, means of verification, and information sharing and reporting. - Monitor implementation and progress in achieving goals and targets in accordance with the established quality criteria and UNDP rules, regulations, and standards. Identify, analyze, and take adequate measures to manage emerging issues, problems, and risks. Conduct field visits to project location sites 4.Establish partnerships and open channels of communication. - Develop and maintain strong relationships and strategic linkages with implementing and development partners, government officials, businesses, NGOs, other national stakeholders, and beneficiaries to support key objectives and ensure inclusive implementation and participation of key stakeholders in assigned portfolio. 5.Facilitate knowledge and capacity building, knowledge sharing and advocacy relevant to the assigned thematic area(s). - Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Institutional Arrangement Duty Station and Reporting The Project Management Support Analyst will allocate 100% of work time to the Japan Unit, Public Partnerships Group, Bureau for External Relations and Advocacy (BERA). Reports to the Japan Unit Team Leader, BERA, and receives day-to-day guidance on the management of projects funded by the Ministry of Foreign Affairs of Japan. Expected Demonstration of Competencies Achieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility:LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination:LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner:LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and InclusionLEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Business Direction & Strategy Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system Partnership Management Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and polic Identify and organize action around reducing, mitigating and proactively managing risks Partnerships Management Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies Monitoring & Evaluation Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming Partnership Management Relationship management Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding 2030 Agenda: Engagement and Effectiven