I. Position Information
Post Title: Project Associate (DDR/AVR) Type of contract: Service Contract Level: SC4/II Duty Station: Garowe Supervisor: DDR/AVR Team Leader-Garowe Date of Issue: 19th July 2011 Closing date: 2nd August 2011
II. Organizational Context
The UNDP Rule of Law and Security Programme (ROLS) is comprised of three components that are programmatically and operationally linked: Access to Justice; Civilian Policing; and Community Safety (DDR/AVR). Within the framework of the Rule of Law and Security Programme, the Community Safety Project aims to address the cycle of violence through a two-sided approach. On the preventive side, community-level interventions neutralize factors generating armed violence in an enabling legal, policy and institutional environment. On the curative side, the government shall be able to assist individuals to overcome trauma and reintegrate into society. Changing mindsets is likely to be an important objective of both preventive and curative efforts, and will require sustained sensitization of the communities. The combined effort is meant to reduce violence sustainably. Progress will be measured by collecting data on crime and victimisation through a network of community-based organizations working with the project, and analyzing it through an Observatory on violence.
The Project Associate will report to the DDR/AVR Project Manager. The Project Associate will make routine decisions upon his/her own authority within established guidelines.
The Project Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. The Project Associate will work under the supervision of the DDR/AVR Project Manager supporting the Projects Activities in Somalia but may be called upon to assist in provision of administrative support to other projects in the Rule of Law and Security Programme.
III. Functions / Key Results Expected
Summary of Key Functions: • Ensure implementation of operational strategies • Provide efficient administrative support to the project • Effective administrative and financial control in the office • Provide support to knowledge building and knowledge sharing
Ensure implementation of operational strategies by focusing on the achievement of the following results: • Advising and guiding project staff and consultants on UNDP administrative and DEX reporting requirements, clearance procedures for finance, procurement and recruitment • Ensuring the work of projects is in full compliance of UNDP rules, regulations, policies and strategies.
Provide efficient administrative support to the project by focusing on the achievement of the following results: • Coordination of travel arrangements. Preparation of purchase orders for travel and other administrative expenses • Organization of workshops, conferences and retreats for the ROLS Programme • Support with protocol procedures • Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports. • Assisting in the preparation of UNDP and donor progress and final reports; • Drafting correspondence and reports covering programme issues; compiling statistical data; following up and responding to queries; • Collecting, maintaining and updating data relevant to the programme areas being supported, maintaining work plan information for all programmes; • Drafting and monitoring of legal agreements such as MCGs, LOAs and PCA.
Effective administrative and financial control in the office by focusing on achievement of the following results: • Preparing budget and budget revisions as required; Updating and initiating processing of programme and financial entries in ATLAS; • Assisting in the preparation of UNDP and donor progress and final reports; • Reconciling the records of payments with activities and preparing new disbursements to Project Managers; • Under the guidance of the Project Managers and in close collaboration with the procurement department, carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations; • Provision of information for audits; • Proper control of supporting documents of funds and activities; • Confirmation of availability of funds prior to release by supervisor; • Monitoring project budget against expenditure and advising project manager of anomalies in project expenditure.
Provide support to knowledge building and knowledge sharing by 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; • Promotes a knowledge sharing and learning culture in the country office. • Training of staff on administrative procedures • Briefing/ debriefing of staff on administrative procedures
IV. Impact of Results
The key results have an impact on the efficiency of the Access to Justice Project and Rule of Law and Security Programme. Works undertaken will increase the timely delivery of projects, ensure they meet with UNDP Procedures and regulations and strengthen the capacity of the Projects as a whole. The incumbent’s own initiative is decisive in results of work and timely finalization.
V. Competencies and critical success factors
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 Encourages office staff to share knowledge and contribute to UNDP Practice Areas Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness Ability to perform a vide range of varied, inter-related complex financial services Ability to extract, interpret and analyze data and resolve operational problems Ability to work with minimum supervision Ability to supervise and train support staff Ability to plan and organize work Good knowledge of Results Management Guide and Toolkit Sound knowledge of financial rules and regulations, accounting Strong IT skills, Atlas Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
Leadership and Self-Management Focuses on result 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 Demonstrates openness to change and ability to manage complexities Responds positively to feedback and differing points of view
VI. Recruitment Qualifications
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 would be desirable, but is not a requirement. • Prince2 training and certification; RMG are desirable.
Experience: • Minimum 3 years of progressive responsible administrative or project experience. • 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. • Work experience within the UN or an NGO is desirable but not a prerequisite.
Language Requirements:
• Fluency in English and Somali, good written and oral skills
“Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.
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