UNDP Jobs - 56039- Finance and Administrative Assistant

Finance and Administrative Assistant – Joint Programme on Local Governance and Decentralized Service Delivery - 2 Positions (Open to Somali Nationals Only)

Location :

Garowe/Hargeisa, SOMALIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

13-May-15 (Midnight New York, USA)

Post Level :

SC-6

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

The five UN agencies (UNDP, UN-Habitat, UNCDF, ILO and UNICEF) of the UN Joint Programme for Local Governance and Decentralized Service Delivery (JPLG) phase II 2013-2017, supports Local Governments, State and Federal governments, as well as civil society and private sector to promote improvements in local governance quality; which will contribute to peace consolidation, development and equitable service delivery for the citizens of Somalia. JPLG II builds on the successes of the first phase (2008-2012) of the joint programme and seeks to support Somalia to expand decentralized service delivery through 1) strengthening policy and legislative frameworks; 2) developing capacity of local government and; 3) improving decentralized service delivery. JPLG II is in line with the New Deal development cooperation framework as well as the United Nations’ Integrated Strategic Framework for Somalia (2014). The joint programme also aligns its support to the Somali Compact, including the Special Arrangement for Somaliland, and has a special focus on the Somali Peace and State building Goals (PSG) 1, 4 and 5.

In order to ensure an effective and efficient management of UNDP’s contribution to the JPLG, UNDP will hire a Finance and Administrative Assistant to provide day-to-day management of the project. The Finance and Administrative Assistant will be based at the UNDP Somalia office in Garowe.

Under the overall guidance of the Project Manager for Local Governance and the Head of the UNDP Garowe Area Office as a second supervisor, and in close coordination with other JPLG staff the Finance and Administrative Assistant will provide financial, administrative and programming support to the JPLG, ensuring high quality, accuracy and consistency of work for the Joint Programme on Local Governance and Decentralized Service Delivery (JPLG). He/she will work in close collaboration with the UNDP operations and programme and JPLG project staff, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society ensuring successful UNDP project implementation. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations, and pay special attention to providing support to the project staff operating in the field.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of the Local Governance and Decentralized Service Delivery Project;
Support to the Financial management of the Local Governance and decentralized Service Delivery Project;
Asset Management;
Facilitation of knowledge building and knowledge sharing.

Ensures effective support to the administration and implementation of the Local Governance and Decentralized Service Delivery project, focusing on achievement of the following results:

Provide all necessary support as required in terms of administration, procurement, recruitment, travel etc., carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations;
Manage logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearance and visas are obtained for all staff and consultants traveling to the field;
Collect, maintain and update data relevant to project areas being supported, maintain work plan information for the region;
In close collaboration with the Project Manager, monitor field work with the support of the project officers in the field;
Ensure there is an adequate and retrievable filing system for all UNDP-JPLG documents including soft and hard copies.

Ensures efficient financial resources management of UNDP-JPLG focusing on the achievement of the following results:

Creation of requisitions in Atlas for project inputs; making budget check for requisitions, POs and vouchers;
Review of financial reports from partners and sub-contractors;
Proper control of supporting documents for UNDP paymentS;
Monthly expenditures tracking in accordance with UNDP rules and regulations;
Timely corrective actions on pending vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed;
In charge of NEX reporting requirements, and advances;
Garowe office Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
Full compliance with UN/UNDP rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

Provides efficient support to Asset Management focusing on achievement of the following results:

Coordination of assets management in the project, timely preparation and submission of periodic inventory reports and coordination of physical verification of inventory items;
Focal point of requesting for purchase of project equipment;
Maintenance of an up to date asset list for project assets and assets handed over to counterparts;
Ensures all the Transfer of Asset forms are signed and filed when handing over the equipment.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization of trainings for the government counter parts and projects staff;
Synthesis of lessons learnt and best practices in the project;
Sound contributions to knowledge networks and communities of practice.

Competencies

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 administer and execute financial processes and transactions;
Ability to supervise and train support staff;
Sound knowledge of financial rules and regulations, accounting;
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;
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 humored even under pressure.

Required Skills and Experience

Education:

Completion of Secondary Education. Certification in finance/accounts and administration course is a requirement;
University Degree in Business Administration, Political Sciences, Social Sciences, or related fields will be an advantage but not a requirement..

Experience:

3 years of finance, administrative, programme/project or research experience is required;
Experience in the usage of computer software packages (MS Word, Excel, etc), and web based management systems.

Language:

Fluency in written and spoken English and Somali is required.

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.