Background

Duties and Responsibilities

• Support to formulation of gender sensitive programme strategies and implementation of the Country Programme Action Plan
• Administrative support to the Programme Unit
• Administration and implementation of programme/operations and financial management strategies
• Support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system.
• Facilitation of knowledge building and knowledge sharing

• Collection, analysis and presentation of background information including gender analysis for preparation of CPD, and other programmatic documents effective application of RBM tools and establishment of management targets (BSC).
• Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.
• Ensuring inclusion of gender issues in formulation of the above mentioned documents.

• Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Provision of guidance to the executing agencies on routine implementation of projects including attention to gender issues.
• Presentation of information for audit of NEX projects, supports implementation of audit recommendations.

• Review Financial Reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
• Making budget check for requisitions, POs and vouchers.
• Full compliance with UN/UNDP rules and regulations and other relevant policies on 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.
• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
• Preparation of cost sharing, and trust fund agreements, follow up on contributions within the CO resource mobilization efforts

• Presentation of information for formulation of country programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status.
• Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
• Accuracy verification of Combined Delivery Reports.
• Provision of information for the audit of DIM projects, implementation of audit recommendations.
• Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications
• Tracking and reporting on mobilized resources, including expenditure on gender through the gender marker.
• Preparation of reports.
• Assists in the preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.

• Systematic gaining and sharing of knowledge and experience related to programme management.
• Organization of training for the office staff on programme/operations related issues.
• Synthesis of lessons learned and best practices in programme finance.
• Sound contributions to knowledge networks and communities of practice.
• While implementing the above, ensuring adequate attention to gender issues and inclusion of women’s perspectives in all elements of project implementation.

Competencies

• Tracks and reports on mobilized resources

• Researches best practices and poses new, more effective ways of doing things, including effective ways of promoting gender equality.
• Identifies and communicates opportunities to promote learning and knowledge sharing

• Understands the main processes and methods of work regarding to the position
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• 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

• Documents ‘best practices’ in organizational change and development within and outside the UN system with attention to gender issues
• Demonstrates ability to identify problems and proposes solutions

• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

• Maintains databases

• 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
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Required Skills and Experience

• Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

• 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. Knowledge of IPSAS will be desirable.

• Fluency in English and Somali is required