UNDP Jobs - 57568- Project Assistant - Emerging States (Open to Somal

Project Assistant - Emerging States (Open to Somali Nationals Only)

Location :

Mogadishu, SOMALIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

10-Jul-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One year (with possibility of extension)

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

In 2012, after a long and troubled transition, a new political dispensation was found in Somalia, with the adoption of the Provisional Constitution, the selection of a new parliament, the election of president and formation of a new government. The challenges faced by the Federal and State Governments are enormous.

The challenges can be summarized as follows:

The long civil war and looting have destroyed physical infrastructure, equipment and the institutional memory of most government agencies and ministries;
There is a lack of clarity on the mandate and functions across Federal and State Government institutions and between the federal and subnational levels of government;
Core work-processes in government have suffered in quality and consistency, and service delivery is in many areas virtually absent;
Staff capacity is low across the whole spectrum of government institutions with limited mechanisms to identify and redress these capacity gaps.

The Federal and State Governments face significant capacity challenges - at the individual, organisational and institutional level - in implementing their mandate and require institutional support to roll out the New Deal process and implement the different reforms.

On State Level, the Puntland Government is fairly well established. However, the process to establish new State Level governments in ‘south-central Somalia’ has started during 2014. This highly sensitive process is about merging different regions into a state level government administration. It requires an inclusive (political) debate and technical guidance.

The Support to Emerging Federal States (StEFS) Project is one of the Projects developed in response to the New Deal. Aligned to the priorities and principles spelled out in the Somali Compact, the StEFS Project aims to support the Federal Government of Somalia (FGS) and Emerging Federal States in achieving the Peace-building and State-building Goal (PSG) 1, Inclusive Politics Strategic Objective, to “achieve a stable and peaceful federal Somalia through inclusive political processes.

Specifically, StEFS supports Priority 1 of PSG 1: Advance inclusive political dialogue to clarify and settle relations between the federal government and existing and emerging administrations and initiate processes of social reconciliation to restore trust between communities.

The StEFS Project is designed in response to the current political dynamic in which two Interim State Administrations – the Interim Juba Administration (IJA) and Interim South West Administration (ISWA) – have recently been established with FGS and international stakeholder support, while state formation processes are underway for an emerging state comprising two central regions of Galgadud and Mudug. At least one additional state will likely follow. StEFS builds on the positive gains, experience, expertise and added value of UNSOM and UNDP in advancing these processes while further delivering key capacity support needed for these new governance structures to function effectively within a nascent federal system.

The Project prescribes a coherent approach to address the needs of Emerging Federal States in addition to those federal level institutions that enable and facilitate the formation and development of these new state structures. It ensures that UNSOM and UNDP support, working in close coordination with other development actors, responds to the needs of Somali government structures, particularly those ‘core public sector capacities’ references in the Compact, but also tangentially aligned with cross-cutting issues of Bringing Tangible Results to People (by helping establish governance structures that will in all likelihood deliver increased services in their geographic zones), Gender, Human Rights (StEFS will proactively promote the participation of women throughout the Project and embed Human Rights principles in training on conflict mitigation and management) and External Relations (support to emerging federal states will also improve their capacity to engage with the federal government and with the international community).

Under the guidance and supervision of the Project Team Leader, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Project Assistant promotes a client, quality and results-oriented approach.

The Project Assistant works in close collaboration with the Operations, Programme and projects staff in the Area Offices and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

.Summary of Key Functions:

Implementation of operational strategies;
Support to effective and efficient functioning of the project;
Support to administrative and logistical services;
Support to office maintenance and assets management;
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 CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Coordination and follow up with project colleagues to ensure the smooth running of the office and implementation of operations;
Maintain and update contact lists for partners and consultants;
Support recruitment processes and ensure all new staff are provided with an orientation.

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

Contacts with partners and staff, arrangement of meetings;
Maintain a systematic and up to date filing system that enables easy retrieval of documents, correspondence and records for travel authorizations, security clearance, mission plans, R&R requests, leave requests, attendance sheets, etc;
Maintain and update contact lists for partners and consultants;
Keep track of and replenish office supplies;
Support recruitment processes and ensure all new staff are provided with an orientation.

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

Liaise with the security coordination office and arrange security briefings and clearance;
Managing consultants contracts in orderly manner;
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;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
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;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

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;
Provision of support to maintenance of common project assets;
Proper inventory control; supervision of proper issuance of inventory items and supplies;
Review of travel authorizations and documentation;
Proper documentation of issued and procured assets for the project partners.

Support knowledge building and knowledge sharing in the 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;
Promotes a knowledge sharing and learning culture in the CD/CO;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the CD Project performance. Works undertaken will increase the timely delivery of projects, ensure they meet UNDP Procedures and regulations and strengthen the capacity of the project as a whole. The incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
reats all people fairly without favoritism.

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;
Seeks and applies knowledge, information and best practices from within and outside UNDP.

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 systems;
Good knowledge of Results Management Guide and Toolkit;
Ability to work with minimum supervision;
Ability to plan and organize work.

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 humoured even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Completion of Secondary Education;
Certification in administration is desirable.

Experience:

2 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:

Fluency in English and Somali

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.