Background
Duties and Responsibilities
- Supports formulation of programme strategies and implementation of the Access to Justice and SSR Projects
- Provides effective support to management of the Access to Justice and SSR Projects
- Provides administrative support to the SSR and Access to Justice Projects
- Provides technical support and timely and quality reporting to Project leads on SSR and A2J activities, focusing on the achievement of the following results:
- Ensures facilitation of knowledge building and knowledge sharing in the CO
Main Duties and Responsibilities
- Collection and presentation of Access to Justice and SSR background information for preparation of United Nations; Development Assistance Framework (UNDAF), Country Programme Document (CPD), effective application of Results Based Management (RBM) tools and establishment of Access to Justice and SSR Project management targets;
- Presentation of background information to inform formulation of projects, drafting of project documents, work plans, budgets and proposals on implementation arrangements.
- Support A2J AND SSR teams on UNDP procedures to follow in terms of budgeting, contracting modalities with implementing partners;
- Liaise with counterparts in the preparation of contracts including letters of agreement (LOA) and Micro Capital Grants (MCG) including activities, work plans, budget and schedule of payments and submit draft of agreements to Project teams for approval; ensure that such agreements are up to date and that activities are not undertaken beyond contractual period;
- Maintain an appropriate filing system documenting the implementation of approved work-plan activities,
- Undertake regular monitoring and data collection of project activities and provide weekly work-plan and progress reports to the Project leads;
- Creation of projects in “ATLAS”; UNDPs financial management system;
- Preparation of required budget revisions; Revision of project award and project status as well as tracking of funds;
- Facilitate operational and financial close of a projects;
- Provision of guidance to the executing agencies on routine implementation of projects as well as training of partners on grant management issues;
- Presentation of information required for audit of projects and provision of support to the implementation of audit recommendations
- Provide logistic and administrative support to the Project;
- Drafting correspondence and reports covering project issues; compiling statistical data; following up and responding to queries;
- Organization of workshops and conferences, coordination of travel arrangements and support with protocol procedures;
- Review of projects Financial Reports;
- Raise requisitions and be the financial focal point utilizing ATLAS (UN financial management system);
- Preparation of non-Purchase Order (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 un posted vouchers, including the vouchers with budget check errors match exceptions, unapproved vouchers;
- Creation of requisitions in Atlas for development projects registers of goods receipt in Atlas;
- 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 and MCGs;
- Making budget check for requisitions, purchase orders, and vouchers.
- Provision of information for audits;
- Proper control of supporting documents of funds and activities;
- Track and report on mobilized resources;
- Review contributions agreements;
- Manage contributions in Atlas.
Provides technical support and timely and quality reporting to Project leads on SSR and A2J 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,
- Assist in preparation of presentations to Project teams as required,
- Provide support and liaise with relevant authorities, line ministries, local and international NGOs, civil society organizations and other relevant stakeholders, on issues relating to SSR and Access to Justice
- Organization of trainings for the operations/ projects staff on programme.
- Maintenance and updating of the Team’s portfolio for e knowledge management systems, as well as the office intranet and website.
- Extraction of lessons learnt and best practices in programme implementation.
- Sound contributions to knowledge networks and communities of practice
Impact of Results
The key results have an impact on the overall performance of the Access to Justice and SSR Team and success in implementation of Governance programme strategies. Accurate analysis, data entry and presentation of information to ensure proper programme implementation.
Competencies
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Knowledge Management and Learning:
- Shares knowledge and experience;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
- 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 systems;
- Good knowledge of Results Management Guide and Toolkit.
- 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 humoured even under pressure;
- Demonstrates openness to change and ability to manage complexities.
Required Skills and Experience
Education:
- Completion of Secondary Education is a requirement;
- A University degree in Business Administration or a relevant social science plus a Specialized certification in accounting or finance would be an asset. Prince2 training and/or certification in RMG would be an added advantage but 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.);
- Advanced knowledge of spreadsheet and data base packages;
- Experience in handling web based management systems;
- Knowledge of the Enterprise Resource Planning Systems, such as ATLAS would be an added advantage.
- Experience with the United Nations or with an International NGO is desired but not a requirement
Language Requirements:
- Fluency (both written and spoken) in English, and one of the national languages in the country.
Other Skills:
- Excellent IT and Writing Skills.
Open to Sierra Leonean Nationals only.