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UNITED NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION
I. Position Information
Job Code Title: Senior Project Assistant-Local Governance and Decentralized Service
Position Number:
Department: Nairobi/Kenya (UNDP Somalia Office)
Reports to: Project Manager, Local Governance and Decentralized Service Delivery
Reports: Programme Manager-Governance
Position Status: NA
Current Grade: SC7
Approved Grade:
Position Classified by:
Classification Approved by:
II. Organizational Context
Local governance in Somalia is a key instrument for peace-building, as well as the structural and political framework that will enable Somalis, through decentralized service delivery, to begin to progress toward the Millennium Development Goals (MDGs), through an expansion and better access to social services. Decentralization is the core political, functional, fiscal and administrative principle for governance as specified in the Somaliland Constitution, the Puntland Charter and the Transitional Federal Charter.
UNCDF, UNICEF, UNDP, UN-Habitat and ILO are working jointly to develop a Local Governance and Decentralized Service Delivery Support Project. The objectives of the Local Governance and Decentralized Service Delivery Support Project are to build peace and improve service delivery for all Somali citizens through development of local governance; and to empower local communities to participate in representative and legitimate local governance characterized by transparency, accountability and participation by all citizens. Activities in support of reconciliation and local governance are under way through ongoing projects. The Joint Programme document will be signed by all partner agencies by the end of 2007 and will provide the framework in which these agencies will be delivering assistance.
This project will simultaneously support a “top-down” process of political development of local government, as part of the new framework of the governments of Somalia; and a “bottom-up” empowerment of communities to participate in local governance and service delivery. The anticipated deliverables in the early stage of the reform will be rural infrastructure, water and sanitation, and pilot approaches to construction of primary education and health care facilities. The project will aim to improve the very low Human Development Indicators for Somalia, and to achieve quick visible improvements in basic service delivery and community-driven infrastructure projects, through Early Recovery approaches in coordination with UN agencies and other development partners, supported through the Local Development Fund model, applied to the Somali context. The project will be implemented in all Somali regions, including Somaliland (North West), the State of Puntland (North East), and South Central Somalia, under the Transitional Federal Institutions.
Under the overall guidance of the Project Manager of the Local Governance and Decentralized Service Delivery Project, the Senior Project Assistant provides leadership in execution of project financial services and processes in CO ensuring effective and transparent utilization of financial project resources and integrity of financial services. The Senior Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
The Senior Project Assistant will work in close collaboration with the Programme Management Support Unit (PMST), operations, the business development unit, and other programme and projects’ staff in the CO for resolving finance-related issues and exchange of information.
III. Functions / Key Results Expected
Summary of Key Functions:
• Effective support to the management of the JPLG project
• 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.
• Support to the implementation of the resource mobilization strategy
• Facilitation of knowledge building and knowledge sharing
1. Ensures effective support to the administration and implementation of the Local Governance and Decentralized Service Delivery project, focusing on achievement of the following results:
• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
2. Provides effective support to management of the Local Governance and Decentralized Service Delivery Project and provides administrative support services to the project focusing on the achievement of the following results:
• Provide all necessary support as required in terms of administrative and DEX reporting requirements, and all relevant clearance procedures for finance, procurement, recruitment, travel, etc.
• Under the guidance of the Project Manager and in close collaboration with the Procurement Unit, carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations;
• In close collaboration with the Project Manager, monitor all works with the support of the project officers in the field;
• Collect, maintain and update data relevant to project areas being supported, maintain work plan information for all regions;
• Supervise 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.
• Coordination of assets management in the project, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination and supervision of shipments and customs clearance, travel, events management, transportation services, space management, procurement of supplies.
• Travel to Somalia when required.
3. Provide support to the financial management of the project , the senior project assistant focuses on the achievement of the following results:
• In liaison with the Project Manager and with support from the Programme Management Support Team, prepare budget and budget revisions as required; Update and initiate processing of project financial entries in Atlas; ensure transmission of project financial data for inclusion in Atlas;
• Implementation of the control records such as commitments and expenditures
• Review of financial reports from partners and sub-contractors;
• Preparation of project budget as well as budget revisions, review of non-PO vouchers for project inputs and put in Atlas
• Creation of requisitions in Atlas for project inputs; making budget check for requisitions, POs and vouchers.
• Timely corrective actions on unposted 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
• Reconcile the records of payments with activities and recommends new disbursements to the Project Manager;
• Provision of researched information, reports for audit exercises
4. Provides support to implementation of the resources mobilization strategy focusing on achievement of the following results:
• Tracking and reporting on mobilized resources.
• Review of contributions agreement
• Managing contributions in Atlas.
• Monitoring of cost-sharing contributions,
• Advice to Programme and Project Staff on different donor reporting requirements; monitoring of financial reports to be submitted to donors.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of trainings for the projects staff.
• Synthesis of lessons learnt and best practices in the project.
• Sound contributions to knowledge networks and communities of practice.
IV. 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.
V. Competencies
Corporate Competencies:
• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
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
Development and Operational Effectiveness
• Ability to administer and execute financial processes and transactions
• Ability to extract, interpret, analyze data and resolve problems
• Ability to supervise and train support staff
• Ability to perform work of confidential nature and handle a large volume of work
• Sound knowledge of financial rules and regulations, accounting
• Good knowledge of Results Management Guide and Toolkit
• Strong IT skills, Atlas
• Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Responds positively to feedback and differing points of view
VI. Recruitment Qualifications
Education:
• Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.
Experience:
• 5 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) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
• Fluency in English, good written and oral skills
Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.
UNDP will only be able to respond to those applications in which there is further interest.
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