Government of Timor-Leste (GoTL) with the support of UNDP received funding from the Green Climate Fund (GCF) to implement the “Safeguarding rural communities and their physical assets from climate induced disasters in Timor-Leste” project from 2020 to 2026.   The project commenced in March 2020 and is in its third year of implementation. The ongoing activities include the comprehensive multi-hazard risk assessment for the whole country and covers hazards such as flood, landslides, erosion and droughts, setting up on the spatial data-based system and related trainings on physical asset mapping are also in progress. The project is represented by the Secretariat of State of Environment (SEA), under the Coordinating Minister of Economic Affairs, as the Implementing Partner and the main responsible parties/ministries are the Ministry of State Administration, Ministry of Agriculture and Fisheries, Ministry of Public Works and the Secretary of State for Civil Protection (SSCP).

The objective of the project is to safeguard vulnerable communities and their physical assets from climate change-induced disasters. It aims to address existing institutional, financial and legislative barriers, increasing the climate resilience of vulnerable small-scale rural infrastructures. The project targets 175,840 direct beneficiaries, an estimated 15% of the total population. Benefits include increased climate resilience for small-scale infrastructure as well as 300 ha of reforested and rehabilitated land to buffer against climate-induced disasters.

This will be achieved by delivering the following results:

• Strengthening the capacity of mandated institutions to assess and manage climate risks in order to maintain local infrastructure services. GCF-funded activities will embed new skills, technologies, and innovative methods in climate risk identification and mitigation processes. Monitoring and recording of climate risk information will be enhanced, and these data will be integrated into policies, standards, guidelines, and long-term investment planning for small-scale rural infrastructure.
• Implementing climate resilient building measures to improve small-scale rural infrastructure in vulnerable areas. GCF funds will assist in the development and implementation of catchment management strategies, supporting long-term resilience and climate risk reduction via landscape restoration and enhanced land stability, particularly in vulnerable catchments where small-scale infrastructure is present.

The International Project Manager will work under the guidance of the UNDP Timor-Leste Country Office (CO), and in close collaboration with the project team together with the relevant national and municipal government counterparts. S/he will be under the direct supervision of the Head of Climate Change and Environment Unit and overall guidance of the Resident Representative/Deputy Resident Representative of UNDP

To support the implementation of the project, UNDP seeks to engage an International Project Manager for an initial period of twelve (12) months and may be extended subject to performance.

Under the direct supervision of Team Leader/Manager for Climate Change and Environment Unit and overall guidance of the Senior Management of UNDP (Resident Representative and Deputy Resident Representative), the International Project Manager is responsible for the implementation and management of the Safeguarding Rural Communities and Their Physical Assets from Climate Induced Disasters in Timor-Leste project. S/he provides the direction of project activities, ensures the achievement of project targets and results, plans project activities and inputs, and manages the day-to-day implementation of the project and supervises project experts and personnel.

The International Project Manager will be a Management Specialist, supervising a team of several technical experts, administration and finance staff, and field-based staff. S/he works in close collaboration with the Government of Timor-Leste and keeps them abreast of project progress and issues. S/he also liaises closely with UNDP County Office (CO) Programme and Operations Teams and maintains effective working relationships with project donors and other partners.

Summary of Key Functions and Responsibilities:

• Ensure direction of project activities and achievement of project targets and results
• Ensure day-to-day management of the project, and timely achievement of quarterly and annual targets; ensure smooth flow of business processes, including building synergies across various components of the project.
• Ensure provision of high-quality technical advice and build partnerships.
• Ensure communications with the Government of Timor-Leste about progress, future plans and issues of the project.
• Facilitate knowledge building and management and training.

Ensures the direction of project activities and the achievement of project targets and results, by focusing on the following results:

• Develop project Annual Work Plans (AWPs) and establish Annual Targets in accordance with the Project Document and in close coordination with the Government of Timor-Leste and other members of the Project Management Unit.
• Develop and monitor project budget while ensuring the timely implementation of AWP activities and the achievement of the project result.
• Organize Project Board meetings twice a year to present progress, issues and risks of the project and to seek an approval from the Board for the Annual Work Plan; ensure timely preparation of agenda, background materials and minutes of the Board Meetings;
• Oversee and coordinate formulation and execution of detailed implementation plans, procurement and human resources, communication and risk management plans for the Project.
• Identify bottlenecks in project implementation and keep the Government and UNDP abreast of the issues and develop solutions.
• Establish adequate monitoring procedures and systems throughout project activities in close collaboration with the CO Team.
• Immediately escalate issues with potential to impact UNDP´s effectiveness, financial soundness or reputation to the UNDP CO Programme Team and Senior Management.

Ensures day-to-day management of the project, by focusing on the following results:

• Carry out the following elements of project management with technical inputs/support from the members of the Project Management Unit (PMU):
• Annual work planning
• Annual budgeting
• Procurement of goods and services
• Budget and expenditure monitor and analysis
• Contractual management
• Quarterly and annual progress reporting
• Quarterly operational reporting
• Ensure the appropriate use of project funds as well as the consistent application of UNDP rules and regulations while carrying out the project management activities described above and in accordance with the approved project document and Funded Activity Agreement (FAA) signed with GCF.
• Ensure high quality and timely implementation of activities and reporting by the responsible parties.
• Draft and review terms of references and work specifications for all contractors’ work; monitor the work of consultants for local contractual management in coordination with the Procurement Office and Admin/Finance Officer.
• Supervise and manage project personnel; establish performance objectives and standards, and ensure timely and appropriate feedback, guidance and support for optimum performance.
• Collect information on technical, financial, political, operational and management situations on the ground that affect the project implementation and support the relevant component leaders in carrying out risk assessments.
• Monitor project risks and implement risk mitigation measures; update the risk and mitigation measures at the Project Board meetings.
• Ensure that the Environmental and Social Management Plan and the Gender Action Plan are adhered to during the project implementation; If not, immediately inform UNDP and the Government and identify/discuss solutions.
• Ensure that gender issues related to the project are addressed in the planning process by designing appropriate activities, and results contributing to gender equality and women’s empowerment are captured in the reports; all human related results are to be reported using sex-disaggregated data.
• Provide inputs to audit management responses; implement audit recommendations for the project.
• Coordinate and prepare ad hoc thematic and substantive reports/analysis/briefs.
• Implement project communications activities in close collaboration with the UNDP Communications Specialist.
• Ensure that projects’ results targets and results are entered and updated in the results-management systems including ATLAS or Quantum project management module, and relevant documents are uploaded for the transparency dashboard.

Ensures and coordinates provision of high-quality technical advice and building of partnerships:

• Ensure that technical outputs are produced according to plans and up to the highest technical standards; review and clear technical outputs for quality.
• Establish, maintain and facilitate strategic dialogue between UNDP, project staff and Government officials at central and local levels, in project´s areas of work.
• Advocate for UNDP with the partners and stakeholders.
• Provide inputs to UN coordination platforms and participate in meetings, as requested.

Ensure communications with the Government of Timor-Leste and local communities about progress, future plans and issues of the Project:

• Maintain communications with the Government and local communities about progress, future plans and issues of the Project.
• Organize formal or informal briefing sessions with the Government, as needed, to inform them of any minor changes in the implementation plan, needs for adaptive management, and emerging risks.
• Act as the window for any environmental or social grievances from local communities.
• At the request of the Government and other national partners, prepare communication materials to inform the progress of the Project through various platforms and media.

Facilitates knowledge building and management and training by focusing on achievement of the following results:

• Liaise with relevant component leader to ensure trainings are delivered to counterparts in accordance with Project Document.
• Ensure that the Project systematically builds capacities of the Government through introduction of innovation and best practices, access to knowledge and expertise and promote their application to project implementation.
• Ensure capturing and disseminations of lessons learnt during project implementation and coordinate with the Timor-Leste team for wider dissemination.
• Facilitate the Project’s representation and/or participation in international knowledge networks to draw on and share best practices and lessons learned.

Core competencies:

• 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.

People Management competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies:

Business Direction & Strategy

• Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• Negotiation and Influence:  Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates “win-win” situations.

Business Management

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

Digital & Innovation

• Design thinking: Solving problems by putting people at the centre, visualising ideas and making them tangible in order to improve them through and iterative process of developing and testing. Strong empathy skills, being able to put yourself “”in someone else’s shoes””, understand needs, abilities, preferences, motivations, (everyday) experiences from different perspectives as well as their cultural, social, economical and political contexts. Ability to identify and challenge assumptions, (cognitive and social) biases and dominant mental models by generating new perspectives and frames that help redefine the problem, solution and opportunity space. Being able to work with incomplete information, ambiguity and opposing views, needs and constraints and synthesise them into solutions that are viable, technically feasible and useful.
• Team design & management: Ability to create a clear sense of shared purpose while leveraging curiosity, expertise and agency at an individual level. Set up and manage team rituals and rhythms that create a safe space for learning and reflection. Foster a positive culture around failure, encourage exploration, experimentation. Set the conditions and structures for ‘fluid’ team modelling and distributed leadership enabling the team to continuously develop and renew itself. Ability to create synergy between team members with diverse professional and cultural backgrounds, being able to leverage their broad knowledge and skillsets.

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.