Background

Democratic governance is a concept that emerged from the principles that are based on the understanding that an effective system of democratic governance is one which is based on representative, equitable (across gender and other categories), transparent, accountable and inclusive institutions; a vibrant, responsible and capable media; and a dynamic civil society which is engaged in the political process. Phase 1 of DGD, which commenced in 2010 and ended in May 2011, addressed specific interventions that sought to improve the conduct of the 2011 general elections. During this phase, the project’s specific objectives were pursued through 6 distinct and inter-related programme components: Strengthening of the National Assembly; Strengthening of Political Parties; Improvement of the Electoral Process; Increased Capacity and Performance of Civil Society; Reinforcing the role of the Media; and Empowerment of Women. Based on lessons learnt and recommendations of the Project’s Strategic Review which was conducted between November 2011 and January 2012, the project document has been substantively revised to provide a clear understanding of the scope of the project, redefine the strategy, re-prioritize intervention areas, and provide more targeted assistance in order to ensure that the project produces the intended results within the constraints of time and funds.

Phase II of the project refocuses the DGD project and redefines its goals ‘to strengthen the democratic character of Nigerian political processes and outcomes.’ Similarly, to ensure a more focused and streamlined intervention targeted at specific key results areas where there would be no duplication of efforts, especially with other donors within and outside the Joint Donor Basket Fund (JDBF), the DGD Phase II has 4 major components namely: Promoting Credible, Transparent and Sustainable Electoral Processes; Improving the Democratic Quality of Political Engagement; Enhancing Participation by Women, Youth and other marginalized groups and Strengthening Channels of Civic Engagement. The contributors to the project are the European Commission, the UK Department for International Development (DFID), the Canadian International Development Agency (CIDA) and the United Nations Development Program (UNDP). A Project Management Unit (PMU) runs the project under the leadership of the UNDP.

Duties and Responsibilities

Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit/project
• Support to administrative and logistical services
• Support to office maintenance and assets management
• Support to administrative and financial control
• Support to common services
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the project and CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the unit/ project, focusing on achievement of the following results:

• Support the management of Individual Contracts including the review and evaluation of candidates and payment of consultants fees.
• Processing and payment of participants DSA and travel costs for all DGD meetings and workshops.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Assistance in the preparation of budget, provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.

Ensures proper common services  focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

Support knowledge building and knowledge sharing in the CO and project focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Analyzes general information and selects materials in support of partnership building initiatives

• Promoting Organizational Learning and Knowledge Sharing
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions
• Design and Implementation of Management Systems
• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external client
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

•  Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

UNDP Procurement Certification programme

Required Skills and Experience

Education:  

• Secondary education. 
  
• Certification in administration desirable.
  
• University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:  

• 6 years of relevant experience in administration or programme support service.
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  
• Experience in handling of web-based management systems.

Language Requirements:   

• Fluency in the English and one national language of the duty station.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.