Emplois au PNUD - 63448- Project Administration Assistant

Project Administration Assistant

Lieu :

Mogadishu, SOMALIE

Type de contrat :

Service Contract

Date de commencement :

Date limite de candidature :

16-Feb-16 (Minuit New York, États-Unis)

Niveau du poste :

SC-6

Durée du contrat initial

One Year (With possibility of extension)

Langues requises :

Anglais

Durée prévue de la mission :

One Year (With possibility of extension)

Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.

Historique

Under the auspices of The Somali Compact 2014 - 2016 that was agreed in September 2013 and the United Nations Somalia Integrated Strategic Framework 2014 - 2016 signed with the Federal Government on 29 October 2014, the Somalia Joint Rule of Law Programme ('the Programme') has been developed. The Programme is designed to support the Federal Government of Somalia (FGS) in achieving the Somali Compact Peace-building and State-building Goals (PSGs) 2 Security (Policing component) and 3 Justice, which identifies the strategic objectives of establishing unified, capable, accountable and rights-based Somali federal security institutions providing basic safety and security for all; and establishing independent and accountable justice institutions capable of addressing the justice needs of the people of Somalia by delivering justice for all;

The Programme will rely on coordination with and between different national counterparts, while supporting the Compact principle that development efforts are "Somali-owned, Somali-led". It will also maintain interactive partnerships with UN MPTF donors and other partners to make better use of the limited available resources. In full support of the delivery by UNDP, UNDP future support to PSG 2 and 3 will be through a Rule of Law Project under the umbrella of the Somalia Joint Rule of Law Programme;

Under the direct supervision of the Project Management Specialist, the incumbent will work in close collaboration with project staff in the Country office, UNDP counterparts and other UN agencies’ staff to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

Summary of key functions;

Support to the implementation of operational strategies;
Support to the implementation of procurement processes;
Support timely and efficient administration of UNDP procedures;
Support to Knowledge building and knowledge sharing.

Provide support to the implementation of operational strategies focusing on achievement of the following results;

Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies;
Contribute to the analysis of cost saving and reduction exercise;
Develop documents with analysis and proposals on elaboration of contracting plans, sourcing strategy, quality management, supplier selection, improvement of procurement processes;
Prepare inputs to formulation of AWPs (planning and sequencing of activities for new projects);
Provide inputs to detailed implementation plans;
Assists in formulation of budgets;
Assists in formulation of procurement and HR plans;
Assists in periodic revision of AWPs, procurement/HR plans ensuring that plans are updated in a timely manner and in close coordination with project management.

Support to the implementation of procurement processes focusing on achievement of the following results;

Prepares inputs to ToRs, technical specifications, RFP/RFQ, bills of quantities;
Initiates procurement and recruitment actions according to AWP, implementation plan, HR and procurement plans;
Elaboration of proposals and implementation of the procurement processes, preparation of risk analysis, monitoring system and follow up on mechanisms to eliminate deficiencies in procurement;
Compiles solicitation and other supporting documents for procurement process and ensures that supporting document are complete and in line with the SOP;
Creates e-requisitions in ATLAS to initiate procurement processes, ensures the accuracy of the COA of the e-req, follows up progress with project colleagues for approval and with CO Procurement Unit on ongoing procurement cases. Revises e-requisitions as necessary;
Compiles supporting documents for recruitment, initiates recruitment and follows up with CO HR Unit;
Assists in evaluation of bid and offers, compiles and prepares documentation;
Assists in selection of project experts and consultants (IC contractor), prepares documentation and follows up with CO procurement unit;
Creates e-requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP);
Prepares Requests for Payments and submit to CO (according to SOP);
Prepares receipts in ATLAS;
Atlas Profile: General User.

Provide support in ensuring timely and efficient Project administration in accordance with UNDP procedures focusing on the achievement of the following results;

Arranges logistics and organization of project events;
Oversees the orderly maintenance of project premises including furniture, space and equipment, ensures that UNDP assets are properly marked;
Monitors project personnel leave records and maintains updated and correct records in the online systems;
Maintains project inventory and implements transfer of assets in close coordination with the CO Procurement Unit;
Implements security arrangements for the project personnel in close coordination with UNDP Security;
Maintains project supplies and initiates procurement of supplies as necessary;
Coordinates ICT support to project with the UNDP CO. Calls in the ICT helpdesk.
Maintains filing system for the project.

Impact of Results;

The key results have an impact on the Rule of Law project efficiency in procurement management and administration and success in introduction and implementation of operational strategies; Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and overall timely delivery of Rule of Law project activities;

The application of the proper processes on procurement and contracting that are transparent, fair and beyond reproach is critical to achieving and maintaining confidence of donors and Government partners, which are crucial factors directly influencing partnerships and resource mobilization. Errors in decisions will adversely impact the integrity of the CO and could lead to serious conflicts, issues, financial and opportunity costs, suspicions of irregularities/non-transparency, and all manner of legal risks, so that careful and thorough attention, accuracy, consistency and compliance to all policies, rules, regulations and procedures should be ensured at all times.

Compétences

Competencies and Critical Success Factors:

Corporate Competencies;

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.

Functional Competencies;

Ability to participate effectively in team-based information sharing environment;
Ability to plan, prioritize and deliver tasks on time;
High client service orientation and initiative to solve problem, excellent analytical and communication skills;
Ensures high quality and accuracy of work;
Executes processes and transactions with a results-oriented approach;
Consistently approaches work with energy and positive, constructive attitude;
Ability to work with minimal supervision.

Development and Operational Effectiveness

Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Strong IT skills and knowledge of web based systems;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

Focuses on results 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.

Qualifications et expériences requises

Education:

Completion of Secondary education preferably with specialized certification in Administration/Accounting/ Finance, or any related field;
University Degree in business or public administration is desirable but not a requirement.

Experience:

3 years of administrative or programme/project experience is required at the national level;
Experience in the usage of computers and office software packages (MS Office package) and knowledge of spreadsheet and database packages, experience in handling of web based management systems, Programme/project experience in administration with UN system will be desirable.

Language:

Fluent in English.