Project Coordinator

On 05 March 2018 the Government of the Federative Republic of Brazil, the Ministry of Science, Technology, Innovation and Communication (MCTIC, the Executing Partner) and UNEP concluded an Executive Programme appended as Appendix 1 for the implementation of the project entitled “Promoting Cities in Brazil through integrated urban planning and investment in Innovative Technologies”, fully described in the revised CEO Endorsement Document appended as Appendix 2 in which the Office for Brazil is providing execution support to the Project.

The project will work with 3 co-executing partners: (1) Aries (through the Nucleo de Gestao do Porto Digital) to manage the project activities in Recife, (2) the Center for Strategic Studies and Management (CGEE) to manage the project activities related sustainable solutions and provide execution support to the project activities in GDF (Brasilia) and (3) Sustainable Cities Programme (SCP) (through the Instituto Sao Paulo Sustentavel) to manage project activities related to the knowledge platform.  The co-executing partners (Aries, CGEE, and SCP) will receive their funds from UNEP through Project Cooperation Agreements (PCAs), and do their own funds management, procurement, recruitment, and travel, etc.

A Project Coordinator will be hired and located in the UNEP Office for Brazil. S/he will coordinate between the different parts of the project, support project co-executing partners to prepare financial reports, consolidate all financial and progress reporting at the project level in English and submit these documents and cash advance requests to UNEP for approval and funds disbursement. S/he will support the Project Director with travel and will organize all relevant project related meetings described in Annex H of the CEO endorsement document appended in Appendix 2.

The project will also have a Project Technical Coordinator hired by and located at CGEE. The Project Technical Coordinator will compile together with the Project Coordinator the bi-annual work plans and budgets for approval by the Project Director and ensure the quality of project deliverables through submission of written recommendations to the Project Director.

Under the supervision of the Programme Officer (UNEP) and the Brazil Office Representative (UNEP), the Project Coordinator is responsible to produce/read the documents required to initiate the project, and have a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the co-executing partners and project stakeholders to ensure the project(s) products are capable of meeting the project´s objectives.

The Project Coordinator will work in close collaboration with the Executing Partner (MCTIC), the Project Technical Coordinator, the UNEP Implementing Agency team through the Task Manager and financial officers, co-executing partners as well as other concerned stakeholders, to ensure adequate project implementation according to proposed budget and schedule. Under the supervision of UNEP Brazil Deputy Representative, the tasks and responsibilities of the Project Coordinator will include:

• Establish working procedures and coordination mechanisms with UNEP, MCTIC, Project Technical Coordinator and the co-executing partners.
• Work with the Project Technical Coordinator and the Project Director to define and implement the appropriate workflows and procedures related to the approval of project documents.
• Ensure adequate inter-institutional coordination and stakeholder participation mechanisms during project implementation, upon directions from the Project Director.
• Manage communications and ensure stakeholders are aware of project activities, progress, and deadlines
• Manage the information flows between the Executing Partner (MCTIC), UNEP, the Project Technical Coordinator and the co-executing partners.
• Support in the negotiation and establishment of institutions partnerships for achieving projects results, including preparation/revision/amendment/extension of legal and cooperation documents for the approval of the parts involved.
• Participate in workshops, seminars, meetings and other events related to the project´s objectives, when requested by the Project Director.
• Provide support to field missions by GEF Sec, UNEP staff, Project Director and Project Technical Coordinator.
• Carry out visits to the project stakeholders and project steering committee as part of the overall supervision of project implementation and prepare visit reports, if needed and upon request of the Project Director.
• Ensure that project documents, meeting reports and records are properly filed and shared will all project stakeholders, including MCTIC and UNEP Implementing Agency team.
• Support the Project Director with project-related travel.
• Work with the Project Technical Coordinator to prepare and consolidate all project progress and financial reports and any other documentation required by UNEP/GEF (all reports should be submitted in US dollars and in English).  All reports should be approved by the Executing Partner (MCTIC) and submitted to both the Task Manager and to the Executing Partner (MCTIC). The following reports should be prepared:
• Inception Workshop Report
• Half-yearly Progress Report:  within 1 month of the end of the reporting period, i.e. before 31 January, coordinate with co-executing partners and the Executing Agency (MCTIC) and prepare a consolidated overall project Half-yearly Progress Report for the period 01 July - 31 December.
• Project Implementation Review (PIR) report: within 1 month of the end of the 30 June reporting period for the GEF fiscal year, i.e. before 31 July, prepare in English a consolidated annual PIR report for the overall project. The PIR report shall be accepted as the Half-yearly Progress Report for the period 01 January - 30 June.
• Final Report: within 3 months of the project completion, prepare a consolidated Final Report for the overall project and a list of outputs detailing the activities executed under the project, lessons learned and any recommendations to ensure the sustainability of project results and improve the efficiency of similar activities in the future.
• Financial Reports and Unliquidated Obligations Reports: prepare all Half-yearly financial reporting for the Office for Brazil in US dollars, and any exchange differences accounted for within the total GEF-approved US dollar project budget. Unless the project is assessed as being at risk, within 1 month of the end of the period to which they refer, i.e. before 31 January and 31 July, prepare consolidated Half yearly Expenditure Reports and explanatory notes on the expenditures reported for the Office for Brazil budget. Coordinate and support the co-executing partners in the preparation and approval of all co-executing partners quarterly financial reports.
• Final Expenditure Report: within 3 months of the project completion date, prepare a consolidated version of final accounts for the Office for Brazil budget in the same format as for the Half-yearly Expenditures and Unliquidated Obligations Reports above. Coordinate and support the co-executing partners in the preparation and approval of all co-executing partners Final Expenditure Reports.
• Annual Co-financing Reports: within 1 month of the PIR reporting period, i.e. before 31 July prepare a consolidated Annual Co-financing Report for the project as at 30 June showing amount of cash and in-kind co-financing realized Co-financing reporting shall be by source and by the partner (i.e. 1 signed report per partner and per year). Coordinate and support the co-executing partners in the preparation and approval of all co-executing partners annual Co-financing Reports.

• In cooperation with the Task Manager, provide guidance to co-executing partners to ensure adequate compliance of project implementation with UNEP-GEF procedures.
  • In cooperation with the Project Techincal Coordinator, prepare for and consolidate the bi-annual work plans and budgets and submit them for the approval of the responsible parties at UNEP and Executing Partner (MCTIC), as well as to the Project Steering Committee, when applicable. Ensure that all related meeting reports are done and shared by the parties no later than one month from each meeting. Support meeting preparation with needed logistics, travel and materials.
  • In cooperation with the Task Manager, provide guidance to co-executing partners to ensure that all expenditure complies with UNEP Financial Rules and Regulations.
  • Undertake administrative and financial services, including the plan of goods/services payments, budget revisions and cash transfers for the project.
    • Organize, prepare and act as Secretary to all project meetings, including bi-annual work plan meetings, Project Steering Committee meetings and prepare meeting reports, according to Annex H of the CEO Endorsement document (appended as Appendix 2).

A. Education

• University Degree (bachelor’s degree / first level) in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline, is required.
• Advanced University Degree in Project Management, Business Administration, International Relations, Political/Security/Development Studies, or other relevant discipline is highly desirable.

• At least 2 years of progressive experience in project development and management, with focus on monitoring, reporting, development, and coordination preferably in the UN System.
• Experience in coordinating transversal projects and interaction with multi-sector stakeholders.

C. Languages

• Oral and written fluency in English and Portuguese

• Computer skills with particular experience in spreadsheet packages and databases (MS Word, Excel, etc.);
• Experience with project management computer tools;
• Knowledge of UN procedures and GEF rules is desirable;

Type of Contract: Individual Contractor Agreement (ICA)
Level of Contract: LICA Especialista, Nível 08
Contract modality: Regular
Contract duration: 12 months

CRITERIA: It is mandatory to be a national of Brazil or hold a valid work permit.  

• Please note that the closing date is midnight Copenhagen time, 7pm Brazil (Brasilia)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible for abiding by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.