Background

UNDP Somalia works across Somalia through two main Programmes: Governance and Rule of Law (GROL) and Poverty Reduction and Environmental Protection (PREP).
 
The DDR/AVR project (now called Community Security Project –CSP) was the newest addition to the Rule of Law Programme in 2009. The first phase of this approach aimed at introducing community security processes and tools for supporting evidence-based interventions to strengthen peace and security. Its goal was ‘to increase the willingness and build the capacity of the community to partner with state actors to reduce and prevent violence, creating favourable conditions for recovery and development’. The project recognized three Somali regions including Puntland, Somaliland, and South central Somalia. Each region presented its own challenges and opportunities to which the project adapted and continually overcome. In order to accomplish that target the following key activities were undertaken between 2009-2012: (1) Community safety mechanisms were established in target communities under recognized legal and institutional frameworks; (2) Institutional and community-based mechanisms were established to coordinate support for individuals affected by violence; (3) Women, youth and marginalized groups were empowered to contribute meaningfully to safety and security decision-making; and (4) National capacity and mechanisms were established to support crime prevention and conflict management. However, the above would not have been achieved without the resilience of the Somalis thus paving the way in 2013 for more complex interventions.
 
In 2013 the CSP implements activities across Somalia and Somaliland with a differentiated approach responding to the particular political and conflict characteristics that are present using a rule of law and governance approach which prioritizes: (1) Strengthening Somali capacity for assessment and analysis. The main institute for cooperation is the Somali Observatory of Conflict and Violence Prevention. (2) Further integrating security and safety concerns into local governance processes. The main tool is the Community Security and Peace-building policy that outlines the peace-building architecture. (3) Expanding the coverage of community safety planning in Southern and Central Somalia. The main framework is the Somali Community Security Framework that consist of over thirty UN and NGO members as well as the Joint Programme and Local Governance Programme. (4) Strengthening support for Somali-led mediation and peace-building efforts (5) From “Youth at Risk” to “Youth for Change” by providing alternatives to actors of violence (youth) to ensure increased security.

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager, the Project Assistant will provide administrative and financial support to the implementation of project activities, while ensuring a high standard of quality and accuracy in their work. The position holder also promotes a client, quality and result-oriented approach.
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.

Summary of Key Functions:
  • Support implementation of operational strategies;
  • Support to effective procurement, budgeting, financial and assets management;
  • Effective and efficient project management support;
  • Effective administrative and financial control in the project;
  • 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;
  • Ensure strong linkages between project and program;
  • Support Project Managers and programme team on UNDP procedures to follow in terms of budgeting, contracting modalities with implementing partners;
  • Actively participate in the preparation of work plans and operation plans as well as procurement plans for projects, Monitor progress and advise on timely corrective actions for proper operational project delivery;
  • Liaise with counterparts in the preparation of contracts such as letters of agreement (LOA) including activities;, work plans, budget and schedule of payments and submit draft of agreements to Project Managers for approval; ensure that such agreements are up to date and that activities are not undertaken beyond contractual period;
  • Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery of project through a client-satisfaction approach;
  • Maintain an appropriate filing system documenting the implementation of approved work-plan activities;
  • Monitoring of achievements of outcomes and outputs as per LOA and supporting counterpart through supervision and training in ensuring timely and proper financial and narrative reporting in collaboration with the Program Specialist;
  • Provide support in regular monitoring and data collection of project activities and provide weekly work-plan and progress reports to the Project managers;
  • Produce timely implementation and monitoring reports as required by the project /programme.
 Ensure effective procurement, Budgeting and Financial and Assets management, focusing on the achievement of the following results:
  • Assist in the preparation of project activities budgets based on approved work plans;
  • Provide logistic and admin support to the project and staff;
  • Raise requisitions and be the financial focal point utilizing ATLAS (UN financial management system) for the project,
  • Provision of inputs to preparation of procurement plans for the project;,
  • Preparation of inventory reports and keep up to date the office filing system;
  • Review financial reports submitted by counterparts and liaise with counterparts to ensure the transparent and accountable use of funds provided in the framework of LOAs;
  • Collect, maintain and update data relevant to the project areas being supported, maintain work plan information for the programme;
  • Support coordination of activities implemented in all regions and promote information sharing between the regions and different components of the Program;
  • Support the counterparts and UNDP programme Staff on operational issues, and complying with UNDP rules and procedures under Letter of Agreements;
  • Coordination of assets management in the project, timely preparation and submission of periodic projects inventory reports, coordination of physical verification of inventory items.
Provides support to timely and quality reporting to Project Manager’s activities, focusing on the achievement of the following results:
  • Ensure that donor and other kinds of reporting are done in a timely manner and within the UNDP rules and regulations or according to the criteria set out in partnership documents with donors;
  • Ensure proper reporting to Project manager on implementation, the achievement of outputs as well as, contribute to reporting on progress towards outcomes and impact;
  • Prepare presentations to development partners and Project managers as required;
  • Support production of bi-weekly progress reports, issues and constraints against work plan and as required to be submitted to the programme team;
  • Liaise with the Program Specialist and Programme Officers to provide regular project updates for the sub-office as required, especially as related to relevant outcomes in UNSAS.
Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
  • Support and guides project staff in the field, implementing partners and consultants on UNDP administrative and Direct Implementation Modality (DIM) reporting requirements, clearance procedures for finance, procurement, recruitment, travel, and related issues;
  • Prepare budget and budget revisions as required; Update and initiate processing of project and financial entries in ATLAS;
  • Reconciles the records of payments with activities and prepare new disbursements to the Project Manager.
  • Review of data integrity in the database, control project; analysis of results and initiation of corrective actions when necessary;
  • Proper inventory control; supervision of proper issuance of inventory items and supplies;
  • Review of travel authorizations, documentation, payments;
  • Assistance in the preparation of budget, audit and other reports;
  • Provision of researched information, reports for audit exercises.
 Supports knowledge building and knowledge sharing in the programme team and CO, focusing on achievement of the following results:
  • Promotes identification and synthesis of best practices and lessons learned from the project for organizational sharing and learning;
  • Supports capacity-building of national counterparts; and
  • Promotes a knowledge sharing and learning culture in the programme/CO.

Competencies

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Highest standards of integrity, discretion and loyalty.
 Functional Competencies:
 
Knowledge Management and Learning
  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
 Development and Operational Effectiveness
  • Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting;
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based system;
  •  IT competencies in Word, Excel, Power Point and internet.
 Leadership and Self-Management
  • Focuses on result for the client and responses positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calms, in control and good humored even under pressure.

Required Skills and Experience

Education:
  • Completion of Secondary Education, preferably with specialized certification in Accounting and Finance.
  • University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is desirable but not a requirement.
 Experience:
  • 3 years of administrative or programme/project experience is required at the national level;
  • Advanced skill in the usage of computer software packages (MS Word, Excel, etc), and web based management systems.
 Language Requirements:
  • Fluency in English good written and oral skills.
  • Knowledge of Somali is a requirement.
 Other:         
 
Terms of Service

This is a non-staff contract under the Service Contract modality of hiring of the UNDP. Individuals engaged under a Service Contract serve in their individual capacity and not as representative of a government institutions, corporate body or other authority external to UNDP. The incumbent shall not be considered as staff of UNDP, the UN common system or the government and are therefore not entitled to any diplomatic privileges or any other special status or conditions.

Application

Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc.