Project and Knowledge Management Analyst (Office Based) [ Open to Tiers 0, 1 and 2]

Tier Decription
Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose contracts will be terminated or not renewed during 2026
Tier 1: Other 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), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates”
Office/Unit/Project Description

The UNDP Country Office (CO) in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improvement of governance effectiveness, reduction of poverty and inequalities and addressing climate change and biodiversity issues. In this context, to meet specific country needs and demands, the CO in Brazil has designed a programme portfolio that includes three mutually reinforcing work streams crafted around three teams:

• Inclusive Socio-economic Development: poverty reduction, social policies livelihoods public-private partnerships, inclusive markets and growth.
• Environmentally Sustainable Development: nature-based solutions for development, climate change, energy efficiency, sustainable production, chemical disaster risk reduction, among others.
• Governance and Justice for Development: prevention of violence, justice, transparency, anti-corruption, human rights, local capacity development

In view of the imperative to support the country in the implementation of the Sustainable Development Goals (SDGs) and to promote human development, particularly among the most excluded and vulnerable populations, the UNDP Country Office in Brazil has structured the Decentralized Cooperation and Territorial Development Unit as a strategic cross-cutting area, with the objective of fostering inclusive governance and sustainable human development — social, economic and environmental — at the sub-national level, ensuring that no one is left behind. The Unit’s work is guided by alignment with national policies and plans, as well as with UNDP institutional frameworks contributing to the articulation of integrated and coherent responses aligned with national priorities and the 2030 Agenda.

Under the direct supervision of the Unit’s Coordinator, the Project and Knowledge Management Analyst will be responsible for providing technical advice, managing the implementation and monitoring of projects in direct execution (DIM) and/or national modalities (NIM) assigned to her/him. Thus, the Project and Knowledge Management Analyst will be responsible for all management activities related to project implementation, ensuring the fluid execution of projects, the consistency of their implementation and compliance with UNDP and donors’ rules and regulations, in addition to providing substantive technical contributions in the projects' focus areas, contributing to the positioning and expansion of UNDP's activities in the reference theme. Besides that, it is expected that the Analyst takes the lead for the knowledge management of the projects under his/her supervision, and support the unit in communicating its results.

Scope of Work

I Ensure Project Planning, Coordination and Compliance

• Lead the planning, coordination and monitoring of workplans, implementation arrangements and operational activities for the assigned portfolio of projects.
• Coordinate and oversee day-to-day project implementation to ensure the achievement of project objectives and delivery of results within the established timelines, budget and quality standards.
• Ensure that project implementation fully complies with UNDP rules, policies and procedures, including operational, procurement, financial and programme management requirements.
• Monitor project implementation progress, identify operational and programmatic risks, and propose corrective measures to ensure timely delivery of results.
• Coordinate and ensure the timely preparation of corporate, donor and government reports in line with the reporting schedules and UNDP and donor requirements
• Ensure proper operational and financial closure of the project.
• Perform assigned roles in Quantum, including preparation, review and/or approval of transactions, as delegated.

II – Ensure Budget Management and Financial Oversight

• Coordinate budget planning and financial monitoring processes for the assigned portfolio, ensuring alignment between approved budgets, workplans and implementation priorities.
• Monitor budget utilization and delivery rates and ensure that financial resources are managed and executed in a timely, efficient and compliant manner, in accordance with UNDP and donor rules and regulations.
• Liaise with relevant operational and finance teams to support effective financial management, forecasting and resource allocation.
• Support the preparation of Annual Work Plans (AWPs) and monitoring their execution;
• Contribute to financial analysis, monitoring of expenditures and identification of implementation risks that may affect project delivery.

III – Ensure Operational Project Management and Portfolio Support

• Provide day-to-day project management for a portfolio of projects, including:
• Drafting Terms of Reference for the recruitment of individual consultants and/or contracting of companies;
• Lead in the coordination and follow-up of project teams and consultants;
• Providing technical inputs related to the thematic areas of the projects, as required;
• Identifying operational and administrative bottlenecks and proposing practical solutions to improve efficiency;
• Supporting and monitoring independent evaluations, internal and external audits, and follow-up of recommendations;
• Supporting communication activities and engagement with stakeholders, as required;
• Carrying out other project management tasks that contribute to the effective implementation of the assigned portfolio.

IV – Facilitate Knowledge Management and Process Improvement

• Analyze project workflows and processes to support information management, documentation and institutional learning.
• Propose and support the implementation of knowledge management mechanisms, including tools, templates and processes to systematize information and improve project management practices.
• Monitor practices and project-specific news and developments in order to ensure guidance to the office that reflects the best and most current available information.
• Ensure that knowledge products, such as reports, position papers and others, are being produced and disseminated timely and with quality.
• Systematize lessons learned, good practices and key results from projects, contributing to knowledge products, internal reports and learning materials.

V – Facilitate Capacity Building and Team Support

• Organize and support training activities for project teams on budget management, operational procedures and use of corporate systems.
• Promote internal discussions on lessons learned, challenges and best practices, fostering a learning-oriented working environment.
• Support, as delegated, the monitoring of team performance and contribute inputs for performance feedback processes.

VI - Support knowledge building and knowledge sharing relevant to the project.

• Participate in training on internal procedures for the project and provide support to the organization of training and other capacity building activities as needed.
• Make sound contributions to knowledge networks and communities of practice.
• Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.

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 Project and Knowledge Management Analyst works under the general supervision of the Coordinator of the Decentralized Cooperation and Territorial Development Unit.

Competencies

Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management

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

BUSINESS DIRECTION & STRATEGY
System 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 DEVELOPEMNT
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
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 and results.
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 needs and concerns.

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.

PARTNERSHIP MANAGEMENT
Emerging partnerships

• Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnerships.

AGENDA 2030: PEACE
Governance

• Governance And Territorial Dev (2243 RSC 2015).

Minimum Qualifications of the Successful NPSA

Minimum Education requirements

• Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Social Communication, Information Science, Political Sciences, Social Sciences, or related field is required, or
• A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Minimum years of relevant work experience

• Applicants with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
• Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant experience in project management and/or knowledge management in relevant thematic area of Territorial Development.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages Experience in the implementation of a 2030 Agenda and SDG knowledge management strategy.
• Proven track record of sound contributions to knowledge networks and communities of practice including corporate communications repositories.
• Experience in the implementation of projects in the areas of regional development.
• Experience in developing knowledge materials about Territorial Development projects and initiatives.
• Experience in the implementation of cooperation projects with subnational entities.

Required Language(s)

• Fluency in Portuguese is required
• Working knowledge in English is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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