Project Management Support Analyst (Open to all applicants)

Socket.dev; New York (NY); On-site; USD 84,000 - 120,000; Full time

Job summary

UNDP’s Japan Unit within the Partnerships Group oversees donor relations and programmatic reporting for Japan-funded projects. The role focuses on project management, financial monitoring, and documentation to support strategic engagement with the Government of Japan and other stakeholders.

The analyst will coordinate with BMS, GSSC, and country offices, ensuring timely submissions and adherence to donor requirements, while driving process improvements and knowledge sharing across the bureau.

Qualifications

• Advanced degree in International Development, Public Administration, Political Science or related field.
• Or Bachelor’s degree with two years of qualifying experience in lieu of advanced degree.
• Experience in multi-country donor portfolios and stakeholder coordination.]
• Proficiency in SharePoint, MS Office, and UNDP systems; familiarity with AI tools for workflow improvements is a plus.

Responsibilities

• Manage Japan-funded projects and monitor financial/ narrative reporting.
• Prepare briefing notes and strategic materials for senior management and donors.
• Track progress against indicators and ensure compliance with donor requirements.
• Build partnerships with government, partners, and private sector to advance Japan-funded initiatives.

Skills

Donor portfolio management

ODA & policy engagement

Portfolio management

Research & analytics

Database & SharePoint

Education

Master’s degree or equivalent

Bachelor’s degree with 2+ years experience

Tools

SharePoint

MS Office Suite

UNDP systems

Job description

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026

Tier 1: 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) and personnel on regular PSA contracts

Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Office/Unit/Project Description

The Bureau for External Relations and Advocacy (BERA) is responsible for UNDP’s external relations, advocacy, and communications. Within BERA, the Partnerships Group manages strategic relationships with resource partners and leads on identifying and maximizing resource mobilization opportunities.

The Japan Unit, under the Partnerships Group, oversees UNDP’s partnership with the Government of Japan, one of its largest contributors. The Unit serves as an oversight mechanism to ensure a coordinated approach across the organization, maintaining strong donor relations and ensuring the quality and accountability of Japan-funded programmes.

To meet the Government of Japan’s expectations, the Unit maintains a comprehensive database of earmarked Japan funds, coordinates closely with Regional Bureaus and Country Offices, and provides strategic inputs for policy dialogues and resource mobilization. The role requires proven experience in managing large, complex, multi-country grant portfolios, liaising effectively with government counterparts, UN agencies, and other stakeholders, and leading reporting and compliance processes for donor-funded projects.

Scope of Work

1. Ensure effective project management

• Lead fund project management and financial monitoring of Japan-funded projects, coordinating with the Bureau of Management Services (BMS), the Global Shared Service Centre (GSSC), Regional Bureaus, and Country Offices. Oversee fund transfers, monitor financial status, and manage refunds to ensure donor compliance.
• Oversee and update the Japan-funded projects database on SharePoint, ensuring accurate, real-time project status in consultation with relevant Bureaus.
• Coordinate and review submissions of final narrative and financial reports and extension requests to the Government of Japan, ensuring alignment with agreed project management frameworks.
• Implement MOFA’s request to improve project management by minimizing delays (reducing no-cost extensions) and ensuring the swift and accurate processing of returned unspent project funds after account settlement. Drive efficiency improvements and strengthen coordination across UNDP’s bureaus to meet these priorities.

2. Reporting and supporting the preparation of high-level briefing notes

• Analyze portfolio trends by sector, region, and funding scheme; prepare strategic briefing materials for senior management, policy dialogues, and donor engagement, including inputs for the Annual Consultation and TICAD-related events.
• Draft and review high-level briefing notes and reports for senior UNDP officials, ensuring accuracy, strategic messaging, and alignment with donor priorities.

3. Monitor and report on progress in implementing project activities and achieving the targets set.

• Review the results framework and update the indicators, baselines, and targets of the assigned portfolio. Develop clear strategies and an effective system for data collection, means of verification, and information sharing and reporting.
• Monitor implementation and progress in achieving goals and targets in accordance with the established quality criteria and UNDP rules, regulations, and standards. Identify, analyze, and take adequate measures to manage emerging issues, problems, and risks. Conduct field visits to project location sites

4. Establish partnerships and open channels of communication.

• Develop and maintain strong relationships and strategic linkages with implementing and development partners, government officials, businesses, NGOs, other national stakeholders, and beneficiaries to support key objectives and ensure inclusive implementation and participation of key stakeholders in assigned portfolio.

5. Facilitate knowledge and capacity building, knowledge sharing and advocacy relevant to the assigned thematic area(s).

• Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners.

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

Institutional Arrangement

Duty Station and Reporting

The Project Management Support Analyst will allocate100% of work time to the Japan Unit, Public Partnerships Group, Bureau for External Relations and Advocacy (BERA).

Reporting Lines

Reports to the Japan Unit Team Leader, BERA, and receives day-to-day guidance on the management of projects funded by the Ministry of Foreign Affairs of Japan.

Expected Demonstration of Competencies

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

• 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 Management: Partnership Management: Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and polic
• Business Management: Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks
• Business Management: Partnerships Management: Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
• 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
• 2030 Agenda: Engagement and Effectiveness: Effectiveness: Performance analysis on programming

Required Education, Experience, Skills and Competencies

Minimum Education requirements

Advanced university degree (Master’s or equivalent) in International Development, Public Administration, Political Science, Sustainable Business Environmental Policy or related fields is required. Or

A first-level university degree (bachelor’s degree) in the areas stated 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

Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree)of progressively responsible experience in project management, sustainability strategy, or management consulting for international development with multi-stakeholder engagement.

Required skills

• Proven record managing multi-country donor portfolios coordinating across UN agencies and government stakeholders.
• Demonstrated experience in Japanese ODA, donor relations, and high-level policy engagement.
• Experience in strong fund and portfolio management
• Experience in excellent research, analytical, and organizational
• Proficiency in database management and MS Office Suite; familiarity with SharePoint, UNDP corporate system, and effective use of AI toolis required: demonstrated experience developing AI-based tools or workflow automation to improve operational efficiency is a strong asset.

Desired skillsin addition to the competencies covered in the Competencies section

• Experience in capacity development and consortium/CSO management.
• Experience in multi-stakeholder engagement and coordination of private sector engagement for development, particularly with Japanese companies.
• Proven record managing multi-country donor portfolios coordinating across UN agencies and government stakeholders.
• Experience with UNDP systems, reporting processes, and partnership management with Japanese entities.
• Experience in supporting and coordinating projects for international development with the private sector
• Experience and knowledge of Japan’s administrative and fiscal systems.
• Experience in SDGs strategy, human rights and environmental due diligence (HREDD) or corporate sustainability programmes, particularly in the context of Japanese industry or supply chains

Required Language (s)

• Fluency in English (oral and written) required;
• Working knowledge of Japanese is desired.

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.

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.