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9 Oct 2018

Terms of Reference Administration and Finance Specialist

Job Description

Jamhuuriyadda Federaalka ةيلاردفلا لاموصلا ةيروهمج
Soomaaliya
ةي روتسدلا نوؤشلا ةرازو
Wasaaradda Arrimaha Dastuurka

Federal Republic of Somalia

Ministry of Constitutional Affairs

Date: 09/10/2018

Terms of Reference

Administration and Finance Specialist

  1. Description of the post

The Ministry of Constitutional Affairs invites applicants who are citizens of Somalia for the following consultancy position:

Consultancy Title: Administration and Finance Specialist

Supervisor: Director General

Job Category: Individual Consultant

Duty Station: Mogadishu, Somalia

Opening Application Date: 09/10/2018

Closing Application Date:15/10/2018

  1. Background

The Federal Ministry of Constitutional Affairs (MoCA) mandate is to facilitate the creation of enabling conditions that would ensure the effective implementation of the constitutional review and implementation process. Its role therefore includes: promoting and facilitating political and public consultations on the review process with the Joint Oversight Committee of the Federal Parliament of Somalia, the Independent Constitutional Review and Implementation Commission, Federal Member States, political, social and cultural groups and the Somali people in general in order to create an open, transparent and inclusive constitutional review process.

The Constitutional Review and Implementation Support Project Initiation Plan (PIP), endorsed in February 2018, supported the Ministry of Constitutional Affairs to formulate and develop its Master-plan upon which the constitution review process will start. The PIP supported the initial activities required to take place to ensure an inclusive consultative process is in place to endorse and adopt the Master-plan. During the PIP period, the MOCA held extensive consultations with key role players and stakeholders that provided the current phase of constitutional review with the required legitimacy.

The Project is designed to provide responsive support to the constitution-making bodies, particularly to the activities of MoCA; and support for public education and consultation, particularly envisaging the inclusion of women, youth, minorities, and other marginalized people. The projects envisaged in the MoCA Master Plan, especially with regards to consultative processes and civic education, are considered important entry points for respective Project activities.

The objective of this assignment is to provide technical assistance to the ministry of constitutional affairs in the development and implementation of administrative and finance policies, HR guidelines and procedures that address cash-flow management in order to provide transparent and accountable systems.

  1. Scope of work

General responsibilities of the position include:

  • Undertake a rapid capacity needs assessment of the ministry;
  • Develop the ministry organogram (including numbers and levels of staff) in consultation with the minister, DG and other relevant departments providing advisory services on gender parity and develop any additional papers or submissions necessary to enable signoff of the

organogram by the minister, Director General, Civil Service Commission and any other relevant public service entity;

  • Develop the Ministry budget, in accordance with the staff numbers endorsed in the ministry organogram, in line with the Government regulations and develop any additional papers or submissions necessary to enable signoff of the budget by the minister, the Director General and any other relevant public service entity;
  • Develop job descriptions in support of the organogram and seek their endorsement by relevant public service entities, as necessary;
  • Provide any or all support and advice to the ministry to undertake an efficient, gender responsive, merit-based recruitment process in line with the organogram and position descriptions, including assisting with all paperwork;
  • Provide advisory and technical services to the ministry to develop relevant human resource manuals, gender responsive guidelines and other papers, to enable the ministry to properly recruit, manage, discipline and oversight staff;
  • Design and ensure delivery of training to all current and new staff, including organizing management training for any new directors within the ministry;
  • Provide advisory and technical services to the ministry to implement proper financial management procedures within the ministry, including developing manuals, guidelines;
  • Provide monthly progress report covering all deliverables and activities undertaken;
  1. Expected Outputs and Deliverables:

Below are the expected deliverables/outputs for the individual contractor for a period of 2 months from November – December 2018

Deliverables/Output Estimated Duration to Target due Review and
complete date approval required
Rapid capacity needs assessment By the end of Month 1 30 November Approved by
undertaken of Ministry to identify 2018 supervisor, DG of
staffing and other including gender MoCA
issues– report (with
recommendations) produced and
submitted to Minster/DG (copied to
UNDP);
MoCA organogram and budget papers By the end of Month 1 30 November Approved by
in support of the new organogram 2018 supervisor, DG of
and capacity assessment drafted, MoCA
consulted on and signed off by
Minister/DG;
Position descriptions in support of the By the end of Month 1 30 November Approved by
organogram drafted and signed off by 2018 supervisor, DG of
DG of the ministry; MoCA
Human resource manual and financial By the end of Month 2 31 December Approved by
management manual developed from 2018 supervisor, DG of
a gender perspective, consulted on, MoCA
finalized and signed off by the
ministry.
Financial systems and procurement By the end of Month 2 31 December Approved by
systems designed, staff trained and 2018 supervisor, DG of
implemented. MoCA
3
Final report produced summarizing By the end of Month 2 31 December Approved by
activities undertaken, results 2018 supervisor, DG of
achieved, and any recommendations MoCA
for additional/improved

Reports to be provided:

  • Monthly report for completed activities and deliverables with documents developed, training materials, manuals and guidelines.
  • Submit final consolidated report with all achieved deliverables, lessons learnt/challenges and recommendations.
  1. Institutional Arrangement

The consultant will work in the office of the ministry in Mogadishu, under the supervision of Director General of the ministry. Achievement of Deliverables will be approved by the Director General of the ministry.

Payment will be made upon certification by supervisor including time sheets for actual dates of work and consultant performance in accordance with activities and deliverables as reported in the activity report.

  1. Duration of work

The contract is two (2) months from the period November – December 2018.

  1. Duties and Responsibilities

The Finance and Administration Specialist will:

  • Undertake capacity needs assessment for the ministry;
  • Develop administrative, financial and human resource processes and procedures in line with approved PFM, Human Resource and administration processes as laid down by the Civil Service Commission as well as other processes approved by the Government and in line with best practices. He will work with the ministry leadership and other relevant government institutions to finalize and adopt those policies and procedures;
  • Develop detailed organogram and terms of reference for administrative, finance and human resources departments as well as individual staff in these departments;
  • Conduct a capacity assessment of the admin, finance and HR departments of the Ministry (in close collaboration with the Institutional Capacity Development Consultant) and specify requisite training to all staff on required administration, finance and HR processes;
  • In consultation with the Institutional Capacity Development Specialist, develop and deliver mentoring, training and capacity development to ensure that all relevant Ministerial staff performing these functions are able to do so. The Consultant will coach key staff members up to a level of competency to be able to competently perform senior roles in the unit;
  • Provide effective leadership and management to financial, procurement, human resource and administrative strategic planning of the ministry;
  • Produce financial reports of the Ministry whether for government, UN agencies or international NGOs;
  • Manage the financial aspect of the Ministry’s meetings, workshops and trainings including constitutional review process events;
  • Perform any other tasks as may be entrusted by the ministry from time to time;
  1. Qualifications and Professional Experience

Consultant shall be a specialist in fields of relevance to governance in conflict countries and should have an understanding of the Somali context as well in issues of related to constitutional review and development, rule of law and security in conflict societies. The main areas of expertise should be: Institutional capacity building, gender mainstreaming; organizational structure, human resources and capacity development strategies

  • University degree in Business Administration, Accounting, Finance or related discipline
  • Experience of at least 5 years
  • The Consultant should have a proven background in finance, operations and human resources management
  • Conversant with best practices concerning PFM, administration and human resources particularly within the public sector.
  • Proven experience in setting organizational operational policies and procedures.
  • Strong IT skills especially Microsoft office package including (Microsoft Office applications such as Ms Word, Ms Excel, and PowerPoint)
  1. Skills and Competencies
  • Demonstrates integrity, impartiality, fairness, honesty and truthfulness in daily activities.
  • Demonstrates strong oral and written communication skills.
  • Leads teams effectively and shows mentoring as well as conflict resolutions skills.
  • Demonstrates ability to share knowledge, mentor and coach people to transfer skills.
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Demonstrates openness to change and ability to manage complexities.
  • Sound judgment; ability to extract, interpret, analyze and format data and to resolve operational problems.
  • Ability to work with minimum of supervision; and to work effectively with people of different national and cultural backgrounds.
  • Ability to work with accuracy under time constraints and pressure;
  • Ability to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, accountability, initiative and good judgment.
  • Training and user support skills;
  • Team work skills or proven skills in working as part of a team,
  • Proven leadership ability and management skills,
  • Good interpersonal skills;
  • Ability to build networks and make effective contacts and connections;
  • Excellent presentational skills – both verbal and written;
  • Excellent communication and people skills;
  • Fluency in Somali and English is mandatory. Spoken other languages like Arabic is an advantage.
  1. Gender Mainstreaming

The Ministry of Constitutional Affairs is an equal opportunity employer and qualified women are strongly encouraged to apply.

  1. Other information

Consultant will need to bring her/his own laptop.

  1. How to apply

Interested candidates should submit their CV along with their application letter and passport size photograph via e-mail to hr@moca.gov.so no later than 15 October 2018.

Only short-listed candidates will be contacted for an interview.


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