Job Title: Project Assistant, Access to Justice Department: ROLS Programme Reports to: Access to Justice Project Manager Contract Type/Grade: Service Contract - SC6
II. Organizational Context
UNDP Somalia’s Programme is strongly focused on post conflict recovery and consolidation of peace. It is composed of three main Programme portfolios: (i) Rule of Law and Security (ROLS); (ii) Governance and (iii) Poverty Reduction and Sustainable Livelihoods (PRSL)
UNDP's Rule of Law and Security Programme works towards improved security and protection under the law for all Somalis. As such, it seeks to advance human development by strengthening national and local capacities to prevent, mitigate and cope with the impact of violence. The three ROLS projects provide a development approach to rule of law and security, addressing simultaneously the institutional (top down) and community (bottom up) aspects of rule of law and security:
• Access to justice — The project is not only seeking to train and build the capacity of the legal profession, it also works on providing access to justice for most vulnerable communities, especially those living in areas with no functioning state institutions.
• Civilian Police— UNDP considers police work to be a service to the community.
• Community safety — (DDR/AVR) —Community safety recognizes the role of communities in ensuring their wellbeing and reducing armed violence at the local level, in partnership with local authorities.
The UNDP Access to Justice Project follows the basic principles of ‘Do No Harm’ and ‘Human Rights Based Approach’ to project and program planning. As such, human rights and gender issues are central to the project. Broadly, the programme has focused on macro-level policy reforms, combined with capacity-building for judicial institutions and increasing overall access to justice for Somalis. In particular the project aims at achieving the following:
• Somalis have improved quality of justice dispensation through responsive judicial system with oversight, expansion of legal aid, and increased number of legal professionals; • Legal reform and initiation of harmonization of Xeer, Sharia and statutory law institutions in accordance with international human rights norms and standards.
Under its capacity building component, UNDP is seeking to mobilize the capacity of Justice Actors to improve the quality of justice dispensation to better ensure that fair trial guarantees for all those arrested and due processes are respected and support an impartial, competent, efficient and effective judiciary.
Under the overall supervision of the Access to Justice Project Manager and indirect technical supervision of the Access to Justice Area Project Manager, the incumbent will provide administrative, operational and programmatic support to ongoing UNDP ROLS Access to Justice work-plan initiatives ensuring all work undertaken is in compliance with UN procedures and regulations and ensures high quality and accuracy of work. The incumbent will be working closely with National Access to Justice Staff, the Operations team, Programme and Project staff in CO and in other UN Agencies, UNDP HQ staff and Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society ensuring successful UNDP project implementation and ensuring consistent service delivery.
The Project Assistant promotes a client, quality and results-orientated approach.
The Project Assistant will report to the Access to Justice Project Manager. The Project Assistant will make routine decisions upon his/her own authority within established guidelines.
III. Functions / Key Results Expected
Summary of key functions: Implementation of operational strategies Efficient administrative support Effective administrative and financial control Proper supply and assets management Support to knowledge building and knowledge sharing.
- Ensures implementation of operational strategies focusing on:
a. Advising and guiding project staff and consultants on UNDP administrative and DEX reporting requirements, clearance procedures for finance, procurement and recruitment b. Ensuring the work of projects is in full compliance of UNDP rules, regulations, policies and strategies.
Ensures efficient administrative support focusing on achievement of the following results: a. Coordination of travel arrangements. Preparation of P.O.s for travel and other administrative expenses b. Organization of workshops, conferences and retreats for the ROLS Programme c. Support with protocol procedures d. Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports. e. Assisting in the preparation of UNDP and donor progress and final reports; f. Drafting correspondence and reports covering programme issues; compiling statistical data; following up and responding to queries; g. Collecting, maintaining and updating data relevant to the programme areas being supported, maintaining work plan information for all programmes h. Organization and coordination of shipments and customs clearance i. Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses. j. Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. k. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Provides support for effective administrative and financial control in the office focusing on the achievements of the following results: a. Preparing budget and budget revisions as required; Updating and initiating processing of programme and financial entries in ATLAS; b. Update the Project manager on status of project funds; c. Assisting in the preparation of UNDP and donor progress and final reports; d. Reconciling the records of payments with activities and preparing new disbursements to Project Managers; e. 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; f. Provision of information for audits; g. Proper control of supporting documents of funds and activities; h. Confirmation of availability of funds prior to release by supervisor.
- The Project Assistant supports knowledge building and management focusing on achievement of the following results: a. Promotes identification and synthesis of best practices and lessons learned from the project for organizational sharing and learning; b. Promotes a knowledge sharing and learning culture in the country office; c. Training of staff on administrative procedures; d. Briefing/ debriefing of staff on administrative procedures.
- Provides support to proper supply and assets management, focusing on achievement of the following result:
a. Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports b. Coordination of the provision of reliable and quality office supplies
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
Corporate Competencies • Demonstrates integrity by modelling 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 favouritism.
Functional Competencies Knowledge Management and Learning • Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example. • In-depth practical knowledge of inter-disciplinary development issues. • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills. • Seeks and applies knowledge, information, and best practices from within and outside of UNDP.
Development and Operational Effectiveness • Builds strong relationships with partners, focuses on impact and result for the client and responds positively to feedback. • Ability to manage complex problems proactively and effectively, including responses to field based emergencies. • Consistently approaches work with energy and a positive, constructive attitude. • Proven networking, team-building, organizational and communication skills. • IT competencies in Word, Excel, Power Point and the internet.
Management and Leadership • Demonstrates strong analytical and management skills. • Demonstrates openness to change and ability to manage complexities. • Ability to lead effectively, mentoring as well as conflict resolution skills. • Demonstrates strong oral and written communication skills. • Remains calm, in control and good humoured even under pressure.
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. • Experience in ATLAS & IPSAS(procurement rules and regulations) is preferred but not a requirement • Work experience within the UN or an NGO is an asset but not a prerequisite
Language Requirements: • Fluency in English, 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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