United Nations Development Programme
Country Office Sudan
Terms of Reference
Oversight and Support Division
The Oversight and Support Division (OSD) supports CO Senior Management in the development of
innovative substance-driven partnerships, ensures linkages between strategy and programme
implementation, ensures overall operational and programmatic compliance, and monitors programme
effectiveness & operational efficiency.
The division performs 3 types of roles within the country office: support, oversight and monitoring. It
provides effective support to CO senior management, programme and operations teams in the areas of
strategy development, partnerships, programme design and operational efficiency. It performs a quality
assurance and oversight role in the area of operational and programme compliance, and ensures
linkages between strategy and programme. Finally, it monitors overall CO performance, CO results
achievement and development impact.
OSD is composed of 4 teams:
-
The Partnerships and Communication Team
The Strategic Advisory and Programme Support Team
The Compliance, Performance and Resources Mgmt Team
The Multi-Partner Trust Funds Management Team
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The division is coordinated by a team leader reporting to the UNDP Resident Representative and the
Country Director, and a deputy team leader who also coordinates the Compliance, Performance and
Resources Management team. The OSD coordination function will be responsible to ensure and
facilitate linkages and synergies between OSD teams and to ensure effective day-to-day collaboration
basis with the programme and operations teams. In addition, the team leader and the deputy team
leader ensure overall country office performance monitoring, OSD service delivery management, staff
capacity building and knowledge management. They will also lead the country office response to
external country office performance assessments and value for money considerations.
1. Partnerships and Communication Team
The Partnerships and Communication Team ensures a strategic, substance-driven and coherent approach
to outreach and partnerships, and creates a meaningful UNDP image. The team collaborates closely with
the Strategic Advisory and Programme Support Team and the Programme Units in order to establish
linkages between the overall strategy, the programme achievements and implementation.
Key responsibilities of the Partnership and Communication team are the following:

Ensure strategy-driven country office outreach and communication: Planning and design of
internal and external strategies for communications and outreach; Elaboration and
implementation of the publications strategy and plan; Development of strategy-driven and
substantive communication materials; Design and maintenance of the UNDP web site, intranet,
CO web-based knowledge management system; Facilitation of knowledge building and
knowledge sharing; Coordination of and support to donor communication; Coordination and
preparation of the web content (films, photos etc.); Promotion of the country office social media
presence; technical and capacity support to the development of programme-based
communication materials.

Coordinate and expand the country office partner base: Analysis of CO opportunities for
partnership building and resource mobilization; development and maintenance of partnerspecific intelligence; identification CO opportunities in light of CO comparative advantages and
partner/client needs; Identification of emerging sources of funding; assessment of their current
usage and potential for the future; Development of specific donor fund-raising strategies and
approaches; Analysis of the competitive partner landscape, their priorities and characterization
of their relationships/partnerships.

Ensure effective application of aid effectiveness strategies: Analysis and preparation of
information to country office staff on developments and strategies in the framework of the
international aid effectiveness debate; Translation of aid effectiveness strategies into
practicable solutions for UNDP programmes; Maintenance of country and UNDP programmespecific aid effectiveness indicators and data; Compilation, analysis and distribution of lessons,
experiences and knowledge from UNDP programme implementation.

Manage the CO translation function: Translation of external and internal documents, stories
and press release into English or Arabic; Management and supervision of contractual
translators.
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2. Strategic Advisory and Programme Support Team
The Strategic Advisory and Programme Support Team ensure strong linkages between overall country
office strategy and programme implementation and supports programme effectiveness and focus
through the provision of programme design support at the planning, monitoring and reporting stage. It
also supports timely and informed decision-making at all levels through the monitoring and analysis of
socio-economic data and key policy issues and the provision of strategic advice. The team collaborates
closely with the Partnership and Communication team and provides continuous assistance to programme
units.
Key responsibilities of the Strategic Advisory and Programme Support team are the following:

Analyses socio-economic trends and provides strategic advice on socio-economic policy issues:
Compilation, analysis and interpretation of economic and statistical data, thorough research of
economic and development issues in the country and production of relevant reports aimed at
promoting equitable economic growth and human development; Provision of top quality
analysis and substantive inputs to CCA, UNDAF, CPD, CPAP and other strategic documents;
Provision of advice on possible areas for UNDP support and adjustment of on-going programmes
to ensure that UNDP programmes are in line with national policies and priorities; Formulation
and facilitation of UNDP inputs and CO support to national poverty reduction efforts; Production
of periodic updates and briefs on country development situation to be used by stakeholders, CO
and HQ; Undertaking of selected studies/research on emerging development concerns that feed
into government/development partners processes; Conduct regular analysis of socio economic
trends and policy analysis that supports programme design, M&E and reporting; maintenance
and generation of a database of key development indicators.

Supports strategic planning and monitors development effectiveness & impact: Coordination
of country office annual planning and reporting processes (IWP / ROAR); Set/ coordinate inputs
to the UNDAF M&E calendar; Development and maintenance of the overall country office
monitoring and evaluation system; Support to and quality assurance of programme results
chains and theories of change; Development of innovative M&E tools and practices; Effective
monitoring and measuring of the CO development impact; Develops and coordinates
implementation of country office evaluation policies and strategies; Promotes evaluation
standards, quality assurance/control and capacity development in the Country Office; Ensures
effective management of the evaluation process in the Country Office; Identifies and formulates
lessons learned from evaluations and studies to be integrated into broader EO knowledge
management.

Ensure development effectiveness through effective provision of programme and project
design support: Support to and quality assurance of programme and project formulation,
especially regarding the formulation of results, indicators and baselines; Review of project
documents/work plans and provision of technical support upon request; Assurance of quality
and timeliness of programme & results reporting; Support to of programmatic compliance
monitoring.
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3. Compliance, Performance and Resources Management Team
The Compliance, Performance and Resources Management Team monitors CO operational and
programmatic compliance, ensures effective resources management and leads the enhancements of
operational efficiency. In this context, the team oversees and supports the work of the Multi-Partner
Trustfund Management team. It coordinates closely with the Strategic Advisory and Programme
Suppport team, and works on a day-today basis with the Operations Unit and Programme Unit.
Key responsibilities of the Compliance, Performance and Resources Management team are the
following:

Ensure oversight and accountability mechanisms of the Sudan CO: Development and
maintenance of a CO compliance dashboard; Routine monitoring financial exception reports for
unusual activities and transactions, and investigation of anomalies or unusual transactions;
Regular provision of compliance updates to the country office senior management; Oversight of
and coordination support to project and programme audit processes; Preparation of annual
audit plans and assurance of timely submission of reports; Monitoring and implementation
support to follow up actions (DIM,NIM/NGOs and Global Fund audit plans); Support preparation
and quality-assure legal documents, including LoAs, MoUs, and Cost Sharing Agreements based
on UNDP rules and regulations; Advisory on different implementation modalities based on
UNDP rules and regulations; Assurance of CARDS update involving review of outstanding audit
recommendations.

Manages and monitors CO resources and cost recovery: Development and maintenance of the
country office cost-recovery system; Assurance of proper planning and expenditures tracking of
financial resources in accordance with UNDP rules and regulations; Accurate planning,
forecasting and reporting of extra-budgetary income; Review and allocation of CO resources.

Reviews and enhances country office business processes and their efficiency: Review of
country office ICF implementation and preparation of delegations of authorities; Support to
implementation of IPSAS & sound financial management; Support the implementation of HACT;
Review and improvement of CO business processes; Monitoring of CO efficiency & operational
performance.

Coordinates and ensures sustainability and compliance of UNDP Sudan field presences: Review
and maintenance of the field presences cost sharing and collection system; Analysis and
monitoring of field office financial resources management; Assurance of operational compliance
of field presences, especially of the delegated approval, procurement and pay-cycle functions;
Regular review of the overall set up of field presences and of their relevance; support to the
revision of local presences’ business cases.

Supports and develops country office capacities in terms of ATLAS and financial management:
Provision of ATLAS training to country office operations and programme staff; Regular review of
ATLAS data quality; Development and provision of financial management training of country
office staff including IPSAS, HACT and project-level expenditure accounting and monitoring;
Review and quality assurance of development and management project budget revisions.
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4. Multi Partner Trust Fund (MPTF) Management Team
The Multi Partner Trust Fund (MPTF) Management Team performs efficient funds disbursements and
management on behalf of the designated Administrative and Managing Agents (AA/MA), and ensures
effective monitoring of contractual obligations of implementing partners and responsible parties. It is
working under the oversight of the OSD Compliance, Performance and Resources Management Team,
and collaborates closely with Funds-specific technical secretariats and funds management units.
Key responsibilities of the Multi Partner Trust Fund (MPTF) Management team are the following:

Administer and manage multi-partner trust funds - CHF and DCPSF - on behalf od the
Administrative Agent (AA): Ensure the overall administration of the Fund including the revenue
management of the Pooled Fund; setting up of project budgets; budget revisions in ATLAS based
on the availability of the fund.

Contract Management of NGOs for the CHF and DCPSF Funds allocated from the Pool Fund
Mechanism on behalf of the Managing Agent (MA): Establishment and quality assurance of
contracts with IPs / RPs (NOGs, PUNOs) based on the allocation of the Funds by the HC; Timely
processing of contracts and related disbursements; review, quality assurance and compilation of
IP / RP reporting and other contractual obligations.

Project level monitoring and reporting of the NGO portfolio of the pool fund mechanism
(M&R): Ensure recipients’ adherence with financial and reporting rules; Data management and
reconciliation; Conduct of systematic periodic filed visits and collection of financial and key
programmatic monitoring data; Assurance of partners’ compliance with the monitoring
requirements as per established contracts.

Liaise and coordinate with the CHF and DCPSF Technical Secretariats, Steering Committees,
Donors and other stakeholders (TS): Liaise with NGO partners and other stakeholders; Capacity
building training to the CHF and DCPSF partners; Ensure proper communication and support
during the allocation process to all stakeholders; Coordinate in fund allocation process with all
stakeholders.
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5. Information Management Team
The Information Management Team addresses UNDP’s information and mapping needs to enhance data
compilation, information sharing, monitoring, coordination, thereby supporting evidence based
programming, and decision making process for heads of unit and UNDP senior management. Using
innovative geographic information based tools, database systems and in collaboration with M&E and PC
teams, it works towards improving data collection, reporting, and advocacy products to map, analyze,
visualize and present information suitably across UNDP program units and possibly cross cutting sectors
of the UNCT.
Key responsibilities of the Information Management team are the following:

Design, development and implementation of strategic information management process:
Review existing data systems in UNDP programme units, M&E and CSO; Design and develop an
effective data and information management system and related implementation plan
integrating relevant M&E indicators, standards using innovative geographic information based
solutions.

Ensure collection, management and visualization of data: Establish linkages with UNDP
programme units, projects and CSO for collection of recovery and development data and
coordination of activities; Ensure maintenance of adequate mapping and recovery/development
database; Support data analysis to foster evidence based programming processes; Develop
templates for mapping and visualization of development results and activities using innovative
approaches.

Support UNCT Information Management Working Group (IMWG) processes and products:
Facilitate roll out of IM tools in particular the 4Ws to member agencies and partners including
(I)NGOs, donors and assume the administration function of the 4Ws groups; manage the IMWG
tool development on the basis of user requirements and feedback; Support information
requests and products of the WG; Regularly review and update IMWG website and functionality.
Annex: Unit Key Performance Indicators
[To be completed in conjunction with the 2013 annual planning process]
Team
Key deliverables
Performance indicators
Performance targets
Compliance,
Performance and
Resources Management
Oversight and
accountability
mechanisms in Sudan
CO ensured
• % of CO projects with
positive audit result in
2013
- 90%
Strategic Advisory and
Programme Support
Effective programme
design support
provided
• % of projects supported
in the refinement of
indicators and targets,
with positive programme
feedback received
- 80%
Partnerships and
Public awareness of
• % increase of awareness
- 30% awareness
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Communication
UNDP activities in
Sudan and abroad
increased
among the grand public
in Khartoum, El Fasher
and Kassala
increase by the end
of 2013
- 2 (in 2013)
• # of positive
appearances in common
international media
Ensure effective
revenue administration
of the Pooled Fund
• % of timely
disbursement of funds to
PUNOs (within 5 days
after receipt of
allocation order)
- 100%
Ensure effective
performance of
Managing Agent
function
• Number of months with
green NEX advances
dashboard
- 10 (including
December 2013)
MPTF Mgmt
• # of standardized and
published IM materials
and infographics used by
P&C
UNDP IM and advocacy
products improved
Information
Management
Coordinated
information system
established within
programme units
• % of IM materials usage
in UNDP
internal/external
reporting and advocacy
activities
• # of users using and
updating the IS for
different cycles of UNDP
programming,
monitoring and
evaluation
- 70%
- 70%
• # of resource website
hits (browsing,
downloads, streaming
etc.)
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