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Project Admin and Finance Asso, Mogadiscio, Somalia 34 views

Job Expired
Closing date: Wednesday, 4 January 2023

Job Identification : 7607

Locations : Mogadiscio, Somalia

Posting Date : 12/20/2022, 11:32 AM

Apply Before : 01/04/2023, 04:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Economics

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages : Fluency in written and spoken Somali and English.

Vacancy Timeline

2 Weeks

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

Since state collapse in 1991, Somalia has generated waves of internal displacement and refugee flows in response to civil unrest, extreme food emergencies (famines in 1992 and 2010 and drought 2022), environmental change, and extreme poverty. As of 2020, with 2.9 million people estimated to be internally displaced throughout the country (Somalia Humanitarian Needs Overview, 2021), Somalia has one of the highest numbers of internally displaced persons (IDPs) in the world. UNDP works with the Federal Government of Somalia and the Federal Member States to promote Durable Solutions for IDPs through humanitarian-peace-development nexus and adoption of international and regional frameworks to promote stabilization, resilience, livelihood opportunities and sustainable development.

 

In the UNDP County Office, the UNDP Economic Recovery, and Institutional Development (ERID) Portfolio supports the Government to develop and implement public sector development policies and strategies. It also assists the government to steer the country on a solid path towards economic recovery in a context of crisis as well as institutional and systems capacity building/strengthening.

The UN Joint Programme Saameynta Scaling up Durable Solutions for Displacement addresses Somalia’s internal displacement challenges in an innovative manner, seeking durable solutions that are affordable and sustainable through addressing specific inter-related systemic blockages, challenges, and opportunities. Under this project, the ERID Portfolio supports UNDP as one of the three Participating UN Organizations to strengthen national partners capacity for jobs and livelihoods and improved forms of participatory governance.

The Project Administartive and Finance Associate works under the overall guidance of the ERID Portfolio Manager and the direct supervision of the Project Coordinator, to whom she/he reports, in close collaboration with the government counterparts, UNDP operations team, programme staff in other Participating UN Organizations ,donors, private sector and civil society (CSOs) to ensure the successful implementation of UNDP programme.

Duties and Responsibilities

Summary of Key Functions: 1. Ensure implementation of operational strategies (procurement, finance and HR).

2. Ensure effective project financial management.

3. Ensure effective administrative and knowledge management.

4. Networking and relationship management.

1.) Ensure implementation of operational strategies (procurement, finance and HR):

    •  Ensure consistency in the application of UN rules and procedures.
    •  Ensure Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
    •  Coordinate all support services from the UNDP on recruitment, procurement and financial management.
  •  Effectively manage contracts with consultants (in coordination with the UNDP finance and procurement units).
  •  Assist staff with operational / administrative matters.
  •  Undertake logistical arrangements for project staff and visiting missions (mainly donors and consultants).
  •  Coordinate and compile asset management records for the project in a timely manner.
  •  Facilitate stakeholder meetings (logistics and payments) as required.
  •  Organize and coordinate trainings, conferences and workshops pertaining to the activities and workplan of the unit.

2.) Ensure effective project financial management:

  •  Regular monitoring of expenses and submission of financial reports to programme management and to donors as per the schedules.
  •  Provide financial analysis of the programme budgets and expenses
  •  Monitor programme budget implementation and ensure that expenditures are within the approved budget allotments and in conformity with UN financial rules, regulations and procedures.
  •  Review and ensure that effective financial controls are in place and are being implemented.
  •  Coordinate closely with MPTF on donor contracts management, reporting and financial management.
  •  Update and track the programme delivery rate periodically and on request.
  •  Provide inputs for project budgets and manage the receivables and expenditures.
  •  Harmonise partner agencies financial and other reports with donor reporting requirements.

3.) Ensure effective administrative and knowledge management:

  •  Provide effective administrative support to the project.
  •  Ensure adequate and retrievable database / filing system for all project documents including soft and hard copies and managing the project archive.
  •  Attend meetings, take minutes, records, distribute and file agreements as required.
  •  Advising and guiding staff and consultants on UNDP administrative and reporting requirements and clearance procedures for finance, procurement, recruitment, travel, etc.
  •  Collating and maintaining up to date data relevant to the programme, drafting routine correspondence, following up pending issues and responding to queries.
  •  Contributions to knowledge networks and communities of practice.

4.) Networking and relationship management:

    •  Build strong relationships and networks with partners.
    •  Participate effectively in a team-based information sharing environment.
  •  Manage complex problems proactively and effectively, including responses to emergencies and novel ideas/plans.
  •  Implement effective communication tools

4. Institutional Arrangement : The Incumbent will report directly to the UNDP Saameynta Project Coordinator.

Competencies

Core – applicable to all personnel. Select the relevant level for each competency based on the required behaviours.

  •  People Management – if the personnel has people management responsibilities, insert the standard text with the link to the people management competencies list.
  •  Cross-functional & Technical : Insert up to 7 competencies from the approved UNDP Cross-functional & Technical competencies list uploaded on the the competency framework site.

Core

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together,

build/maintain coalitions/partnerships

Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies: Thematic Area

Name

Definition

Business Direction and Strategy

Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.

Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Direction & Strategy

Entrepreneurial Thinking

Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate

Business Development

UNDP Representation

Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies

Business Management

Communcation

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business Management

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

Provide inputs to the development of customer service strategy.

 

Look for ways to add value beyond clients’ immediate requests.

 

Ability to anticipate client’s upcoming needs and concerns.

Business Management

Operations Management

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms

Please refer to the competency framework site for the entire list of competencies and further explanations.

Minimum Qualifications of the Successful NPSA

Required Skills and Experience

Education:

  •  A Secondary education.
  •  Bachelor’s degree in any of the following areas: Business Administration, public administration, social sciences or related field would be desirable, but it is not a requirement

Experience:

  •  Minimum of 7 years relevant experience in finance, administration and programme support service

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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