Project Manager- Civil Registration

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Job Description


The United Nations Development Programme (UNDP) through the National Registration Identification System (NRIS) Project is supporting the National Registration Bureau (NRB) in Malawi which is the authority mandated to maintain a continuous, permanent and effective civil registration system in the country.

To facilitate a comprehensive and accurate system of national identification, the Malawi National Registration Act (No. 13 of 2010) entered into force in August 2015 requiring all Malawians 16 years of age and older to be registered in a National Registry and to be issued with an identity card. Other components of the national registration system include death registration and issuance of birth certificate, death certificate and marriage certificates. The National Registration Act mandates the National Registration Bureau (NRB) to fulfil these tasks.

After the successful completion of mass registration of Malawian adult citizens and distribution of approx. 10 million IDs, the current project is in a take-off phase where its digital dividends are harvested in the form of establishing critical linkages of National ID with both public and private sector institutions. The NRIS needs to be extended to reduce the gap in child registration pursuant to goal16 target 9 of the United Nations Sustainable Development Goals.

The NRIS Project Steering Committee recently granted an extension to the project which goes past 31st December 2021. There is need to integrate the birth and death registers under NRIS to create an integrated Civil Registration and Vital Statistics (CRVS) system. The unified CRVS-ID system being worked on shall improve on the seamless linkages and avoid age cheating. However, this can only be achieved if the mass child registration is implemented across Malawi.

To ensure effective support to the NRB to establish national ID linkages with key Ministries, Departments and Agencies (MDAs) as well as private sector (Banks and credit companies for KYC) and to build capacity of NRB for sustainable operations, the Project Manager will work closely with senior NRB officials, development partners under the NRIS Basket Fund, UNDP and UNICEF technical advisors, to complete outputs of NRIS project in accordance with the resources available. The Project Manager will prepare all the project documents, budgets, plans and artifacts in collaboration with the NRIS team and NRB management for execution of the following activities: Mass children registration aimed at reducing the gap in children without formal identification, support NRB with continuous National ID Registration, refugee registration, integration of CRVS into NRIS, transition to fixed registration devices, ongoing technical support to NRB, refurbishing registration facilities, and linking national IDs with the public and private sector.

UNDP is therefore seeking the services of a highly qualified Project Manager, ideally with professional expertise and technical knowledge across the area of digital identity and civil registration.

Under the direct supervision of the UNDP Deputy Resident Representative the Project Manager will be required to provide technical guidance, to facilitate the timely resourcing of activities that meet the agreed priorities and to complete remaining NRIS Project activities on time and within budget The Project Manager will lead her/his team, the project and the Project Management Unit (PMU) within the UNDP Malawi Country Office’s digital governance portfolio.


Ensuring effective project management by maintaining the delivery of appropriate technical, operational, financial and administrative outputs, while tracking the project progress.

  • Managing and coordinating the implementation of the activities of the national identification and registration project and mass children registration based on the project document, including, supervision and guidance of other project staff, consultants and experts with a view to achieving project results;
  • Monitoring the progress of implementation of project activities and key event schedules;
  • Mobilizing goods and services to support project activities, including drafting TORs and work/product requirements and specifications;
  • Managing and monitoring project risks initially identified, submitting information on the new risks and presenting mitigation measures to the Technical Committee for consideration, updating the status of these risks by maintaining a Project Risk Log;
  • Ensuring adherence of project activities to the existing financial, procurement and administrative processes that are in line with prevailing UNDP rules and regulations and, at the same time, observing the project timelines;
  • Preparing project progress reports (progress against planned activities, update on risks issues, expenditures against budget, ensuring timely submission of such reports to the relevant committees and development partner donors.

Coordination: Maintaining collaborative  working relationships among key project partners including donors and key UN Agencies, through effective communication, consultation and reporting.

  • Maintaining strong relationships with the implementing partners, UN Agencies, NRB and other relevant partners and donors;
  • Maintaining regular coordination and quality assurance of expert inputs and deliverables as well as among project partners to ensure coherence and complementarity of project activities;
  • Identifying opportunities for deepening the cooperation within relevant UNDP portfolio clusters and other UN agencies with an interest in leveraging National ID as a resource within their respective programmes;
  • Recommending adequate approaches to dealing with different stakeholders based on information exchange with all relevant stakeholders gathered during projects’ implementation;
  • Submitting quality reports to UNDP, partners and donors in a timely manner.

Partnerships, Resource Mobilization and Advocacy

  • Maintaining and building a programme portfolio resource pipeline for three years with a view to mobilize resources in practice areas under the Project Manager’s oversight;
  • Identifying partnership and funding opportunities, oversee the preparation of funding proposals, donor briefings and presentations to accelerate resource mobilization efforts;
  • Strengthening the capacity of NRB to cooperate and coordinate with other concerned government institutions, non-governmental and other non-state actors, and other development partners with a contributory role to the project;
  • Mobilizing, fostering and strengthening strategic partnerships with UN entities and other relevant bodies especially UNICEF as the main implementing partner in child registration;
  • Ensuring that NRB will fulfil its mandate to effectively implement an integrated civil registration system in line with legal obligations;
  • Contributing to the global digital governance toolkit and support South-South cooperation.

Aligning the project with UN values:

  • Ensuring the principles of gender equality, democratic governance, social inclusion are effectively reflected in all project activities;
  • Communicating project goals and activities clearly to both stakeholders and the wider public;
  • Elaborating and submitting periodic reports on the progress of the Project to the UNDP DRR, RR and RCO.



Core Competencies


  • Ability to make new and useful ideas work


  • Ability to persuade others to follow

People Management

  • Ability to improve performance and satisfaction


  • Ability to listen, adapt, persuade and transform


  • Ability to get things done


Technical / Functional Competencies

Project Management

  • Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

Strategic Planning

  • Ability to make decisions that align with strategy, vision and mission

Results Based Management

  • Ability to manage programmes and project with a strategy aimed at improved performance and demonstrable results

Strategic Thinking/Visioning

  • Ability to analyse the organization’s value proposition and shape visionary/long term plans. Use insight to identify target audiences and partners and to inform communication objectives, messages and solutions.

Collaboration and Partnership

  • Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support. Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP

Management and Coordination

  • Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need.



  • Minimum requirement is a Master’s degree in Development Studies, Economics, Computer Science, Project Management, MBA, Public Administration. PMP Certification is preferred.



  • A minimum of 10 years of relevant, practical working experience within both public and private sector preferably in the Least Developed Countries (LDCs).
  • Experience in project management, programme/project coordination, provision of advisory services;
  • Demonstrated experience in liaising and co-operating with government officials, private sector, academic institutions, NGOs and academia;
  • Excellent communications, report writing and analytical skills.
  • Experience working in African countries and on Civil Registration and Vital Statics (CRVS) and/or Identity Systems will be will be preferred;
  • Willingness and ability to work effectively with people of different races, creeds, cultural and religions.
  • Ability to work effectively in a team.


Required Languages:

  • Fluency in oral and written English is essential;
  • Knowledge of local languages is considered an advantage.

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