Project Assistant, Energy & Enviroment

Organizational Context Somalia faces many challenges in achieving the MDGs. Persistent insecurity, coupled with fast depleting natural resources, natural disasters such as floods and droughts, have contributed to Somalia's stunted development and economic growth. Somali women's lack of education and the country's cultural norms give women limited control over resources. Extensive deforestation in Somalia undermines livelihoods and threatens an already deeply fragile environment. 90% of the population does not have access to electricity and their sole dependence is on fuel wood and locally produced charcoal. Less than half the population has access to sanitation, and less than a quarter can access clean drinking water. Over two decades of the Somali conflict has not only caused severe losses to human life, property, economy and social and political structures, but it has also resulted in colossal losses to natural environment; e.g. damage to water sources, destruction of forests, rangelands and coastal areas, and enhanced desertification. Absence of urban governance system and limited capacities has also resulted in poor solid waste management and non-functional sanitation. Both the conflict and resultant environmental degradation have enhanced exposure and vulnerabilities of Somali communities to adverse impacts of climatic hazards and disasters. The rehabilitation of environmental resources and reduction of climatic hazards will require significant long-term efforts, with a conflict sensitive development paradigm. In the on-going Country Programme (2011-14), UNDP is implementing initiatives to establish foundational policies, institutional arrangements and capacities for environmental recovery, restoration and disaster risk reduction in the Puntland, Somaliland and South Central Somalia. The interventions of UNDP revolves around three broad categories: i) capacity and knowledge development for enabling environment; ii) site-specific physical rehabilitation and risk reduction; iii) and strengthening riparian and south-south cooperation for climate change adaptation and disaster risk reduction. The overall, UNDP Somalia’s Country Programme is strongly focused on post conflict recovery and consolidation of peace. It is composed of three main programme portfolios: Rule of Law and Security (ROLS); Governance Poverty Reduction and Environment Protection Programme (PREP). In addition, HIV/AIDS, ICT, Peace building, human rights and Gender are cross-cutting themes of the UNDP programme. The Programme Assistant will be responsible for the overall support to the proper implementation of the projects under Environment and Energy portfolio to be implemented as part of the PREP. The Programme Assistant will report to the Project Manager, Environment and Energy. The PREP Programme Manager has the overall management supervision of staff working in PREP. The Project Assistant will make routine decisions upon his/her own authority within established guidelines. The Project Assistant works in close collaboration with the Operations, Programme and Other 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 supply and assets management Effective and efficient projects management support Effective administrative and financial control in the projects Update and input of information in the Web-based database management system Knowledge building and knowledge sharing. Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. Support to the Project Managers administrative business processes mapping and elaboration of the Result Based Project Management tools (RBPM). Assist preparation of results-oriented work plans. Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with project managements. Ensures effective and efficient provision of project management support services, focusing on achievement of the following results: Assist in the preparation of UNDP and donor progress and final reports. Under the guidance of the Project Managers and in close collaboration with the operations/procurement department, carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations; Drafts correspondence and reports covering programme issues; compiles statistical data; follows up and responds to queries. Collect, maintain and update data relevant to the programme areas being supported, maintain work plan information for all programmes. Assist in logistical arrangements for visiting missions, ensure visas are obtained for staff and consultants travelling to the field and briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearance are obtained for all staff and consultants travelling to the field. Carry out any other relevant duties requested by the Project Manager. Provides support to proper supply and assets management, focusing on achievement of the following result: Coordination of assets management in the PREP Programme, timely preparation and submission of periodic projects inventory reports, coordination of physical verification of inventory items. Coordination of the provision of reliable and quality projects supplies 4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results: Support and guides project staff in the field, implementing partners and consultants on UNDP administrative and Direct Implementation Modality (DIM)reporting requirements, clearance procedures for finance, procurement, recruitment, travel, and related issues. Prepare budget and budget revisions as required; Update and initiate processing of project and financial entries in ATLAS Reconciles the records of payments with activities and prepare new disbursements to the Project Manager. Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary. Proper inventory control; supervision of proper issuance of inventory items and supplies. Review of travel authorizations, documentation, payments Assistance in the preparation of budget, audit and other reports. Provision of researched information, reports for audit exercises. Ensures Database Management system focusing achievement of the following results : Provision of e-support to all UNDP and partner users in updating the PREP program website and Intranet based database management system Inform users of facilities and services available under this data base and advise staff of any changes and updates. Provision of e-assistance for data access, uploads, transfer and conversion. Participating in the organization of staff training profiles. Coordinate and conduct training specific to the users’ needs. Coordinate arrangements for briefings and demonstrations (of UNDP and user-related systems) and coordinate field (remote) training sessions. Supports knowledge building and knowledge sharing in the PREP team and CO, 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; Supports capacity-building of national counterparts; and Promotes a knowledge sharing and learning culture in the PREP/CO. Impact of Results The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

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 Good knowledge of Results Management Guide and Toolkit 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 humoured even under pressure Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education: Completion of secondary education, preferably with specialized certification/diploma in Accounting and Finance. University Degree in Business or Economics is desirable but not a requirement. Experience: 3 years of progressively responsible administrative or programme 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 NGO is desirable but not a requirement Language requirements: Strong written and spoken English skills. Knowledge of Somali language is desirable Other Applicants are requested to upload a copy of their latest updated and signed 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, Energy & Enviroment