Senior Project Assistant – State Formation, Mogadiscio, Somalia
Closing date: Sunday, 25 June 2017
Education & Work Experience: C-HS Graduate or Equivalent – 4 year(s) experience
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Arab States
Contract Duration: One Year (With Possibility of extension)
Open to Somali Nationals Only
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 Government faces significant capacity challenges – at the individual, organizational and institutional level – in implementing its mandate and requires institutional support to roll out the New Deal process and implement the different reforms.
While an overall Federal public sector structure has been established, this structure remains volatile and is subject to frequent change. The management of the five ‘core of government’ work-processes (policy formulation, planning, budgeting, execution and regulatory oversight & enforcement) as well as key supporting functions (like HRM, performance management, M&E, legal development, archiving, and procurement) remains weak and often leads to unfinished work-processes, conflicting or incomplete legal instruments and the overall transparency and accountability situation remains open for further improvement.
Since mid-2014, several regions have decided to form new federal states (including Jubbaland, South West, Galmudug and Hirshabelle). The UNDP supports the overall process of reconciliation and state building and is in the process to develop it projects. The Support to Emerging Federal States (StEFS) Project represents key United Nations proposed support to the Somalia Government, addressing needs primarily at the emerging federal state level but also supporting those federal government structures that critically facilitate new state formation. StEFS has been designed in consultation with the FGS and representatives from new federal states in south and central Somalia, and is designed around five key Outputs
Output 1: The political dialogue and consultations around federalism and state formation have been supported
Output 2: The capacity of the FGS, particularly those institutions engaged in the federalism process, is strengthened
Output 3: Foundational support to Interim State Administrations to ensure an appropriate physical working environment is provided
Output 4: The capacity of Interim State Administrations with a dedicated focus on ‘core public sector capacities’ is enhanced
Output 5: Civic participation and engagement with Interim State Administrations is strengthened
Under the overall guidance of the Team Leader and in close coordination with Operations Officer the Senior Project Assistant will provide financial, administrative and programming services ensuring high quality, accuracy and consistency of work for Support to Emerging States Formation (StEFS) and UNDP. He/she works in close collaboration with the UNDP operations and programme and Support to Emerging States Formation project staff, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society ensuring successful UNDP project implementation. The incumbent promotes a client-oriented approach consistent with UNDP rules and regulations.
Duties and Responsibilities
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;
Facilitation of 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 Manager 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;
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 manager;
Produce timely implementation and monitoring reports as required by the project
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 Project;
Support the counterparts and UNDP project 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 Project Officers to provide regular project updates for the country office as required, especially as related to relevant outcomes in PSG1.
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 NEX 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;
Promotes a knowledge sharing and learning culture in the programme/CO.
Impact of Results
The key results have an impact on the overall performance of the Project and of the Governance Programme Unit and success in implementation of project and programme strategies. Accurate analysis, appropriate and efficient management of tasks, as well as sensitivity to a diverse cultural environment will impact on the results.
Demonstrates integrity by modelling 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 favouritism.
Ability to administer and execute financial processes and transactions;
Ability to 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, analyse 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.
Required Skills and Experience
Completion of Secondary Education.
Certification in finance/accounts and/or project management course is a requirement;
University Degree in Business Administration, Political Sciences, Social Sciences, or related fields will be an advantage but not a requirement.
4 years of finance, accounting, 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.
Strong written and spoken English skills and Somali language is required
Languages – Essential: English, Somali