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5 Mar 2019

Project Assistant

Job Description

Job Description
Agency: UNDP
Title: Project Assistant based Mogadishu, Somalia
Job ID: 21734
Practice Area – Job Family: Management – RULE OF LAW PORTFOLIO
Vacancy End Date: (Midnight New York, USA) 18/03/2019
Time Left: 13d 23h 41m
Duty Station: Mogadiscio, Somalia
Education & Work Experience: C-HS Graduate or Equivalent – 6 year(s) experience, G-Bachelor’s Level Degree – 3 year(s) experience
Languages
Required:
Desired: English, Somali
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type
External
Bureau: Arab States
Contract Duration: One year (with possibility of extension)
Open only to Somalia Nationals

Background
The UNDP Somalia Rule of Law (ROL) Portfolio has a number of projects and programmes which work through a joint approach with the United Nations Assistance Mission in Somalia (UNSOM) and the UN Country Team to strengthen collaboration, focus and coherence in the implementation of the Somalia Rule of Law Programme Priorities. The programmes include – Justice, Police, Security Sector Governance, Human Rights, Preventing and countering violent extremism and a project which promotes Goal 16 Peace and Security monitoring.

The overall programme size is about USD 10 Million per year, and it is expected to grow. The funding sources are multiple, including the MPTF and various bilateral sources. Under the guidance of the Rule of Law Portfolio Manager, and direct supervision of the Project Management Specialist, the Project Assistant will provide administrative, financial, procurement and logistical support to the Rule of Law Portfolio. He/she works in close collaboration with the Operations, Programme and Projects staff in the country office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities
Summary of Key Functions:

Support implementation of operational strategies
Ensure effective organization of all travel arrangements
Support to effective procurement, budgeting, financial and assets management
Provide support to ensure that the project is administered timely and efficiently according to UNDP procedures
Support implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative, financial and procurement activities with UN/UNDP rules, regulations, policies and strategies.
Review and monitor financial reports received by implementing partners and guide partners in the development of such reports; follow up with partners to ensure timely fund disbursements and remittance of periodic reports.
Reconcile the records of payments with activities and recommend new disbursements to the Project staff.
Prepare and monitor payments, contracts, procurements, travel and human resources needs according to UNDP procedures, rules and regulations and continually report on these aspects.
Advise and guide staff and consultants on UNDP administrative and DEX reporting requirements, clearance procedures for finance, procurement, recruitment, travel, etc.
Maintain filing records of programme documents and correspondence; draft routine correspondence and reports covering programme issues; follow-up pending issues and respond to queries.
Assistance in the preparation of budget, audit and other reports
Ensure effective organization of all travel arrangements

Act as Travel Focal Point for the Rule of Law Portfolio
Organize all travel arrangements for UNDP Rule of Law staff – LTAs, tickets, liaison with security, visas etc.
Provide support to the implementation of project activities through the organization of all travel arrangements for activities that are directly implemented by UNDP. This includes arrangement of travel for participants for workshops and meetings (tickets, venues, etc.).
Support Rule of Law partners with travel arrangements, when required
Provide support to effective Procurement, Budgeting and Financial and Assets management, focusing on the achievement of the following results:

Initiates procurement actions according to AWP, implementation plan, procurement plans.
Prepares inputs to ToRs, technical specifications, RFP/RFQ, bills of quantities.
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 for approval and with CO Procurement Unit on ongoing procurement cases. Revises e-requisitions as necessary.
Assists in evaluation of bid and offers, compiles and prepares documentation.
Prepare Requests for Payments and submit to CO (according to SOP).
Prepares receipts in ATLAS.
Provide logistic and admin support to the project and staff
Provide support to ensure that the project is administered timely and efficiently according to UNDP procedures

Provide logistic and admin support to the project and staff.
Arranges project logistics to ensure that the project personnel are able to reach venue of meetings and workshops.
Arrange 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 leave of local and international project personnel, maintains updated and correct records and online systems.
Maintains project inventory.
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 portfolio operational efficiency. 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 operational processes 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.

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, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is  desirable 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.
Languages:

Fluency in English and Somali with good written and oral skills.
Disclaimer
Important applicant information

All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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