Background

The UNDP Rule of Law and Security Programme (ROLS) is comprised of three components that are programmatically and operationally linked: Access to Justice; Civilian Policing; and Community Safety (DDR/AVR).
 
Within the framework of the Rule of Law and Security Programme, the Community Safety Project aims to address the cycle of violence through a two-sided approach. On the preventive side, community-level interventions neutralize factors generating armed violence in an enabling legal, policy and institutional environment. On the curative side, the government shall be able to assist individuals to overcome trauma and reintegrate into society. Changing mindsets is likely to be an important objective of both preventive and curative efforts, and will require sustained sensitization of the communities. The combined effort is meant to reduce violence sustainably. Progress will be measured by collecting data on crime and victimisation through a network of community-based organizations working with the project, and analyzing it through an Observatory on violence.
 
The Project Assistant will report to the DDR/AVR Project Manager. The Project Assistant will make routine decisions upon his/her own authority within established guidelines.
 
The Project Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. The Project Assistant will work under the supervision of the DDR/AVR Project Manager supporting the Projects Activities in Somalia but may be called upon to assist in provision of administrative support to other projects in the Rule of Law and Security Programme.
 
The Project Assistant will be based in the UNDP sub-office in Hargeisa. He/she will work under the direct supervision of the DDRAVR Project manager, and under the overall oversight of the UNDP/ROLS Demilitarization Project Manager. He/she will be expected to work closely with the entire ROLS Programme Team. The project assistant must be able to work on his/her own initiative and manage the day-to-day running of the office.

Duties and Responsibilities

Summary of key functions:
  • Administration and implementation of project strategies, adapts processes and procedures
  • Support to management of the DDR/AVR project
  • Administrative support to the project  
  • Support in creation of strategic partnerships and implementation of the resource mobilization strategy  
  • Facilitation of knowledge building and knowledge sharing
1.             Ensures administration and implementation of project strategies, adapts processes and procedures focusing on achievement of the following results:
 
  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
  • CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
  • Implementation of cost sharing and trust fund agreements
  • Briefing experts and visiting officials of the UN system on programme matters in the absence of the Team Leader and draft correspondence for UNDP Headquarter and other relevant agencies on programme and implementation related to AVR Project Components.
  • Assist in developing programme ideas and formulating UNDP project by gathering and analysing socio-economic, political and other information; assessing and prioritising the needs of the different regions and sector.
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2.            Provides support to CO project management, ensures the optimal cost recovery focusing on the achievement of the following results:
 
  • Liaise with staff of DDR/AVR Project for information sharing and problem solving. This includes understanding regular monitoring visits to project sites and ensuring agreements with partners are in compliance with UNDP policies
  • Oversee Atlas matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development agreements through supporting National Officers in monitoring budgets and follow up with project manager and Sub-office
  • Provision of the information/reports on the situation in DDR/AVR project, identification of operational and financial problems, proposal of solutions.
  • Regular monitoring of the operational systems of partners to the DDR/AVR project
  • Preparation of quarterly and annual financial reports.
  • Verification and reconciliation of various expenditures reports from the project and partners. 
  • Ensure that operational records are in line with audit requirements and recommendations.
 
3.            Provides accounting and administrative and financial control to the project in the sub-office focusing on achievement of the following results:
 
  • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; request and update vendor creation in Atlas;
  • Proper inventory control; supervision of proper issuance of inventory items and supplies.
  • Review of travel authorizations, documentation, payments
  • Provision of researched information, reports for audit exercises
  • Monitor and control the project budget, ensuring that no over-expenditure occurs.
  • Prepare DEX payments requests.
  • Analyse and maintain an overview of the office to ensure that timely administrative support is provided.
  • Coordination of travel arrangements, preparation of purchase orders for travel and other administrative expenses
  • Support the organization of workshops, training and events directly implemented by the DDR/AVR project
 
 
 
4.            Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
 
  • Liaise with Sub-office and follow op on timely shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies for the project.
  • Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
  • Submission of information on administrative services provided for cost-recovery bills
  • Arrange for procurement of office supplies and equipment.
  • Maintain the inventory of equipment at various locations.
5.            Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:
 
  • Guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
  • Advice to Project staff on UNDP administrative and reporting, in particular, on budgetary issues.
  • Organization of training for the Project Staff and partners on financial management.
  • Synthesis of lessons learned and best practices in project and project finance.
  • Sound contributions to knowledge networks and communities of practice
 
 
Impact of Results
 
 
The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management

Competencies

Corporate Competencies:
 
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 
Functional Competencies:
 
Knowledge Management and Learning
  • Shares knowledge and experience
  • Encourages office staff to share knowledge and contribute to UNDP Practice Areas
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
 
Development and Operational Effectiveness
  • Ability to perform a vide range of varied, inter-related complex financial services
  • Ability to extract, interpret and analyze data and resolve operational problems
  • Ability to work with minimum supervision
  • Ability to supervise and train support staff
  • Ability to plan and organize work
  • Good knowledge of Results Management Guide and Toolkit
  • Sound knowledge of financial rules and regulations, accounting
  • Strong IT skills, Atlas
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
 
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to feedback and differing points of view

Required Skills and Experience

Education:          
  • Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences desirable, but not a requirement.
Experience:       
  • 6 years of progressively responsible administrative or programme experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:            

  • Fluency in English and Somali is a requirement