Project Assistant - SCMSP

UNDP Somalia comprises three main clusters: 1) Rule of Law and Security (ROLS), 2) Governance and, 3) Recovery and Sustainable Livelihoods (RSL). The Governance cluster consists of the following components:

  • Somali Institutional Development Project (SIDP): Providing support to strengthen government functioning at federal and state levels through short term assistance and longer term capacity building interventions
  • Local Governance: Supporting formation and development of local governance, and developing a platform for decentralized service delivery, jointly with other UN agencies
  • Constitution-Making Support Project (CMSP): Supporting the constitutional process and participatory governance
  • Civil Society and Reconciliation: Strengthening the capacity of civil society and the media in their interface with public institutions in order to promote good governance

The Somalia Constitution-Making Support Project (SCMSP) focuses on the fundamental pillar of promoting peace, with an overall objective to ensure that a new Federal Constitution for Somalia is prepared in a participatory manner and that its implementation lays a foundation for a legitimate Federal Somali State

In close collaboration with a consortium of international partners, The United Nations Political Office for Somalia (UNPOS) and UNDP are providing support to the Transitional Federal Government (TFG) of Somalia on the constitution-making process through various Transitional Federal Institutions (TFIs) and civil society groups.

Under the guidance and direct supervision of the Head of the Joint Constitution Unit, the Project Assistant will provide administrative and financial support to the implementation of project activities, while ensuring a high standard of quality and accuracy in their work. The position holder also promotes a client, quality and result-oriented approach.

The Project assistant 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

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies
  • Support to administrative, procurement and logistical services
  • Support to finance services
  • Support to knowledge building and knowledge sharing

1. Implement operational strategies, focusing on the achievement of the following results

  • Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of effective internal control framework.
  • Assist in the coordination and preparation for Audits and Audit replies.
  • Address queries related to financial matters on the Constitution project

2. Ensures effective administrative, procurement and logistical services, focusing on the achievement of the following results:

  • Provide support to logistical arrangements for visiting missions and liaise with Field Security Coordination Officer (FSCO) and ensure security clearance and visas are obtained for all staff and consultants prior to travel to the field.
  • Liaise with national counterparts, regarding the preparation of outside and in-country travel arrangements
  • Prepare agendas and minutes of meetings and, draft reports of workshops.
  • Draft correspondences covering project issues, compile statistical data; follow up and respond to queries
  • Organize workshops for staff, national and international partners both within and outside Somalia.
  • Assist in preparatory work for contracts and procurement (i.e. tendering, bills of quantities and works etc.) in line with UNDP regulations, guidelines and procedures, and as may be directed from time to time
  • Maintain records, draft routine correspondence and activity reports, and respond to queries as instructed by the Head of Unit.
  • Compile project related statistics and maintain project records (i.e. work-plans, contracts, Letters of Agreements, records of meetings, etc.) in good order
  • Ensure adequate and retrievable filling system for Constitution project documents including soft and hard copies.
  • Carry out any other relevant duties as requested by the Head of Unit and the Project Manager.

3. Ensures effective Finance Support, focusing on the achievement of the following results:

  • Proper control of the supporting documents for payments and review of financial reports, process vouchers, conduct budget checks,
  • Process all payments in the ATLAS Financial System and review them for completeness prior to submitting to the Head of Unit for approval.
  • Assist in preparation of budgets and revisions.
  • Liaise with the Procurement Unit in preparing purchase orders.
  • Create project requisitions
  • Assist in the preparation of presentations’ statistical data and outgoing correspondence
  • Prepare payment certification and disbursements, and reconcile payment records with project activities
  • Liaise with national counterparts, regarding payment of invoices, stipends, rehabilitation and organize in-country travel of the TFI

4. Support to knowledge building and knowledge sharing within the CO and the Constitutional Support Project, focusing on the achievement of the following results:

  • Participation in the organization of training for the office staff on programme and operations related issues;
  • Contribute to the collection and sharing of best practices in program and financial services and administration to support training of administrative staff.

Impact of Results

The key results have an impact on the efficiency of the Constitution Project. Works undertaken will increase the timely delivery of project results and will ensure that UNDP Procedures and regulations are met while also strengthening the capacity of the Project as a whole. The incumbent’s own initiative is decisive in the timely achievement of these results.

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 perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
  • IT competencies in Word, Excel, Power Point and internet.

Leadership and Self-Management

  • Focuses on result for the client and responses positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calms, 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 be desirable but not a requirement.
Experience:
  • 3 years of administrative or programme/project experience is required at the national level.
  • Advanced skill in the usage of computer software packages (MS Word, Excel, etc), and web based management systems.

Language Requirements:

  • Fluency in English good written and oral skills.
  • Knowledge of Somali is desirable but not a requirement.
Other:

Terms of Service: This is a non-staff contract under the Service Contract modality of hiring of the UNDP. Individuals engaged under a Service Contract serve in their individual capacity and not as representative of a government institutions, corporate body or other authority external to UNDP. The incumbent shall not be considered as staff of UNDP, the UN common system or the government and are therefore not entitled to any diplomatic privileges or any other special status or conditions.

Application: Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc

Project Assistant - SCMSP
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