The purpose of the Consultancy is to coordinate and oversee the execution of the Voter Registration Audit (VRA) project. The VRA is a systematic assessment of the quality of the voter registry through collecting facts on citizens’ registration status. This will be managed from Addis Ababa and conducted in different areas throughout the country.
Duties and Responsibilities
The Operational Project Coordinator will:
Assist in leading the planning and implementation of the NEBE-UNDP VRA project, including defining schedules, identifying human resources, budgetary and logistical requirements, and overseeing execution of activities, including the deployment and fieldwork of up to 250 staff in the field
Provide project management oversight to the VRA project in collaboration with NEBE and UNDP, including setting quality and performance standards, monitoring and risk mitigation, to ensure the project remains within scope, schedule and available resources
Maintain close communication with NEBE and the UNDP SEEDS project, providing day-to-day contact on project status and changes
Assist in building and developing the project team to ensure maximum performance, providing purpose, direction and motivation for the VRA project
In collaboration with NEBE and UNDP, monitor and assign resources appropriately to streamline the VRA project efficiency and maximise outputs
Analyse project progress and, when necessary, advise NEBE and UNDP on adapting scope, timelines, and resources to ensure that the project remains feasible and within the agreed schedule
Establish and maintain relationships with other stakeholders as required for project execution
Report project outcomes and/or risks to the appropriate management channels in NEBE and UNDP as needed—escalating issues as necessary based on the project work plan
Conduct a final review of project outputs to assess achievements and shortfalls of the project.
Ongoing project coordination tasks:
Coordinating human resources, logistics, information flow and project management arrangements
Assisting with the organisation and leading of project meetings
Managing relationships with NEBE, UNDP and external stakeholders
Assist with resource management including drawing up terms of reference if needed
Overseeing all incoming and outgoing project documentation that may be required
Providing regular updates on project progress against milestones and recommending adaptations as required
Participating in formulating inputs for internal and external reporting requirements
Maintaining a risk mitigation plan
Assist in managing a large and diverse team in multiple regions in Ethiopia that speak different languages.
Deliverables
Review of project requirements and development of a project operational plan and timelines in conjunction with NEBE and UNDP SEEDS, including activities, coordination mechanisms, resource requirements, timelines and training schedule. Inception report with timelines 15 September 202210 days- Level of effort: 10 days
Coordination and oversight of implementation initiation, including training delivery and provision of regular updates and reports. Daily status updates and end-of-month summary report 30 September 2022- Level of effort: 11 day
Coordination and oversight of the implementation of the project centrally in the field, field staff deployments, mitigating issues arising during the field exercise and providing regular updates and reports highlighting status and key challenges. Daily status updates and weekly reports 31 October 2022. Level of effort: 22 Days
Coordination and oversight of the implementation of the project centrally in the field, field staff deployments, mitigating issues arising during the field exercise and providing regular updates and reports highlighting status and key challenges. Daily status updates and weekly reports 30 November 2022. Level of effort: 22 Days
Coordination of outstanding tasks for finalisation of the activity and completion of a final report on the Consultancy, including activities undertaken, scope of the field exercise, challenges encountered and solutions, and recommendations. Final report 15 December 2022. Level of effort:10 Days
Institutional arrangements:
The consultant will work full time, based in Addis Ababa, based at the National Electoral Board of Ethiopia and UNDP SEEDS office. The consultant will operate under the supervision of the UNDP Chief Technical Advisor and UNDP ICT Lead, in close collaboration with the NEBE Director of the ICT Department and NEBE designated coordinator, under the guidance of the Chairperson of NEBE.
Required Skills and Experience
Qualifications:
An advanced degree (Masters) in Business Management, Business Administration, Social Sciences, Political Sciences or related field, or degree (Bachelors) in a similar field with the requisite experience.
Technical Experience and Skills:
A minimum of 5 years’ functionally related professional experience in the field of project management, coordination and/or administration
Demonstrated knowledge of project cycle management methodologies
Experience in planning, implementing, monitoring and reporting on project activities
Negotiation skills and the ability to develop strong?working relationships with UNDP and NEBE colleagues and external partners as needed
Commercial and business awareness
Ability to plan own work, setting priorities and completing it under pressure or when faced with competing demands
An analytical mind and the ability to respond to problems and seek solutions
Good communication skills – both written and verbal
A keen eye for detail and desire to probe further into data
Experience in working with UNDP, other entities within the UN system or other international organisations is desirable
Experience in working on projects related to elections is an asset.
Language requirements: A high level of written and spoken English and Amharic is essential; report writing skills are desirable.
