Project Coordinator – Focal Person at the Ministry of Planning & Development

The Development Partners Group (DPG), a collective of 35 bilateral and multilateral development cooperation agencies and International Financing Institutions providing developmental and humanitarian support to Ethiopia, has been providing institutional capacity development, technical and financial support to the MPD and more broadly to the Government of Ethiopia in the areas of effective multi-stakeholder dialogue and coordination on development plans, amongst others, through the DPG Pooled Fund project. The project – which supports the Ministry in effectively implementing core functions related to evidence-based planning, implementation, and monitoring & evaluation of development plans – is currently implementing its Phase VI – Development Partners Group Support to Development Plans in Ethiopia.

Within this framework, the Ministry needs to hire a dedicated focal person who coordinates the implementation, monitoring and reporting of activities of the DPG Pooled Fund Project implemented by the Ministry of Planning and Development and also provides excellent coordination, communication, and liaison support in various partnership initiatives with development partners, government counterparts, and regional offices while standardizing the partnership modality of the Ministry in the long-term. Moreover, the Project Coordinator/Focal Person is expected to engage in various project management and leadership assignments at the ministry as required by the Minister

The scope of the work of the DPG Pooled Fund Project Coordinator/Focal Person at the Ministry of Planning & Development is to successfully coordinate and oversee the implementation of DPG Pooled Fund project activities that the Ministry of Planning and Development undertakes in contribution to the Ministry’s priorities, as well as manage and lead the Ministry under the direct supervision of the Minister.

Within this framework the incumbent will guide and lead the implementation of planned activities of the DPG Pooled Fund project implemented by the Ministry of Planning & Development, facilitate the communication of the DPG Secretariat with the Ministry and provide information when needed, liaise and strengthen partnerships with national and international institutions, and engaged with assignments at the ministry during the period of secondment and requested by the Minister of Planning & Development.

The Project Coordinator is expected to execute the following generic duties and responsibilities:

• Complete special projects and initiatives with skillful oversight and support.
• Lead meetings and workshops with meticulous planning and coordination.
• Identify areas of improvement across the Ministry of Planning & Development and making actionable recommendations.
• Manage budget of the component of the DPG Pooled Fund project implemented by the Ministry of Planning & Development.
• Recruit, interview, and hire staff, when needed.
• Maintain a working knowledge of national development including challenges and opportunities in the different sectors.
• Collaborate closely with department heads in the Ministry of Planning & Development to improve efficiency. This includes planning, setting key performance indicators, providing hands-on support to translate plans and ideas into action, and identifying opportunities for innovation.
• Create and deliver presentations.
• Design new processes to improve quality or increase efficiency.
• Provide expert advice to the administrative wing and department heads to enhance overall team efficiency, plan regular team meetings, and coordinate all logistical arrangements.

More precisely, the DPG Pooled Fund Project Coordinator/Focal Person will implement the following duties:

Lead and oversee the implementation of the DPG Pooled Fund project directly implemented by the Ministry of Planning & Development:

• Lead the development of the component of the Annual Work Plans of the DPG Pooled Fund project directly implemented by the Ministry of Planning & Development, ensuring full alignment with the priorities of the Ministry;
• Ensure effective management, implementation, monitoring and reporting of approved activities of the DPG Pooled Fund project implemented by the Ministry of Planning & Development in line with UNDP rules and regulations for National Implementation modality, ensuring that activities are carried out within the predetermined time frame;
• Examine and approve relevant documents, including concept notes, TORs, payments, and regular progress and financial reports;
• Oversee delivery of MPD staff engaged in the implementation of DPG Pooled Fund project activities making sure the accountable individuals carry out the scheduled tasks in an effective manner. The coordinator will assess each team member’s performance and provide assistance as required.

Provide timely and active leadership of the administrative wing of the Ministry of Planning & Development:

• Offer executive support to the office of the Minister;
• Oversee eight divisions under the Ministry’s administrative branch and provide support for the fundamental operations of the Ministry and proper management of financial and non-financial resources;
• Examine and submit the ministry’s annual plan and quarterly reports, monitor departments’ performance, offer prompt advice and interventions when necessary, and make sure the necessary services are supplied to enable the Ministry’s core tasks to be carried out effectively;
• Coordinate/harmonize development partners’ engagement in the ministry and managing and implementing flagship projects that fall under the ministry office;
• Lead the administrative wing of the ministry and provide timely active guidance to each department;
• Address the human resource needs of departments and the Ministry in general by identifying gaps, if any, and making appropriate recommendations;
• Conduct capacity assessments alongside departmental heads and recommend capacity-building Initiatives;
• Review and input the regular quarterly activity and financial reports of the ministry;
• Strengthen the communication between departments and the support wing through a range of initiatives;
• Build sustainable external relation with partners and stakeholders and continually engage with them to ensure effective coordination and support;
• Undertake any other assignments requested by the Minister.

Serve as Communication Interface with the DPG Secretariat and other Development Partners:

• Serve as liaison between the ministry and development partners and act as point of contact for collaboration;
• Help with the signing of the various project documents and assist with bilateral and international cooperation;
• Develop and implement a comprehensive communication outreach plan for the DPG Pooled Fund project to ensure that stakeholders, including government, are informed about the project’s activities, and outcomes, particularly on planning and monitoring initiatives led by the Ministry of Planning and Development.

Liaise the ministry with various governmental and non-governmental institutions:

• Coordinate, cooperate, and harmonize action with a wide range of stakeholders, including governmental, non-governmental, and national and international organizations;
• Facilitate the inter-organization communication amongst the affiliated institutions as well as other governmental organizations.

Reporting, Monitoring & Evaluation:

• Lead monitoring and reporting of implementation of DPG Pooled Fund project activities implemented by the Ministry of Planning & Development, and overview quality of quarterly reports delivered by the Ministry.
• Keep timely record, consolidate and submit to DPG Secretariat all products agreed to be delivered by the Ministry of Planning in DPG Pooled Fund Project Annual Work Plans.
• Develop knowledge and lessons documents, briefing notes, case studies, press releases, web articles and other media products as required.
• Coordinate development of workshop reports of technical workshops organized by the Ministry of Planning & Development within the framework of the DPG Pooled Fund Project.
• Assist with research and write and edit sections of technical reports as required.
• Review and provide information on progress of implementation of the National Development Plan and Sustainable Development Goals in Ethiopia as required.

 Identifying Core Processes and Capacity and Training Needs:

• Work with department heads and team members to identify and map core organizational processes, dependencies, and hand-offs between different departments or teams. Ensure that the workflow matrix captures the interconnectedness of processes across the ministry and document detailed step-by-step descriptions;
• Analyze the mapped workflows to identify bottlenecks, redundancies, and areas of inefficiency, if any, and recommend improvements, including the use of technology;
•  Identify the capacity and training needs of staff in the Ministry in collaboration with the relevant department;
• Review HR templates, the organizational approach to staff development, the performance management system, the overall workplace culture, and work to reach maximum efficiency with the support of the Human Resource head.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The DPG Pooled Fund Project Coordinator/Focal Person in the Ministry of Planning & Development will have a double line of supervision: 1) In UNDP s/he will be supervised by the Head of the DPG Secretariat; and 2) In the Ministry of Planning & Development he/she will be supervised by the Minister.

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Business Direction & Strategy: Strategic thinking 

• Develop effective strategies and prioritized plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks;
• Link the general vision to reality on the ground to create tangible targeted solutions;
• Learn from a variety of sources to anticipate and effectively respond to both current and future trends;
• Demonstrate foresight.

Business Direction & Strategy

• Systems Thinking: 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.

Business Development: Knowledge generation

• Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need.
• Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches.
• Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Business Management 

• Project management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Management: Communication  

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Partnership Management 

• Relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Partnership Management 

• Strategic engagement: Ability to capture and sustain attention, interest and agreement of high-level and influential policy and decision makers.

• Knowledge and experience of working with International Development Partners.

• Experience and knowledge in the areas of organizational management, human resource management, finance management, project planning, implementation, and reporting as per the standards of the ministry and the donor;
• Experience and understanding of the government sector, the development partners operating in the country, and the dynamics of the sector;
• Experience and understanding of the political dynamics of the government, civil society, donor community in Ethiopia at federal and regional level;
• Experience in the various stages of project management and relevant stakeholders of donor funded projects;
• Demonstrated experience in working with a wide range of partners with varying interest and priorities in areas of public resource allocation for development programs;
• Excellent public speaking, presentation, and facilitation skills;
• Excellent leadership and motivational skills;
• Competence in the use of computers especially Microsoft Office applications software such as Word, Excel and Power Point.

• Fluency in English and Amharic languages is required.

• Completion of Project Management training is an asset.