Project Assistant - Constitution-Making Support Project (Local Position), Nairobi

Background

UNDP Somalia comprises three main clusters, namely, Rule of Law and Security (ROLS), Governance, and Recovery and Sustainable Livelihoods (RSL).

The Somalia Constitution-Making Support Project (SCMSP) falls under the Governance cluster. It focuses on the fundamental pillar of promoting peace and conflict resolution, with an overall objective to ensure that a new constitution for Somalia is prepared in a participatory manner involving all stakeholders, and that its implementation lays a foundation for a legitimate Federal Somali State. In close collaboration with a consortium of international partners, UNDP is providing support on the constitution-making process to various Transitional Federal Institutions (TFIs) and civil society groups.
Under the guidance and direct supervision of the Project manager, 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 Project Assistant 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:
• Support to administration and implementation of operational strategies
• Support to administrative, procurement and logistical services
• Financial administrative support
• Support to knowledge building and knowledge sharing.

1. Support to administration and implementation of operational strategies
• 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.

2. Support to administrative, procurement and logistical services
• Provide administrative and logistical support for missions, compile briefing notes, make travel arrangements (i.e. tickets, DSA, itinerary, visas, accommodation, etc.) for consultants and other persons visiting the field on SCMSP business, liaise with the security coordination office and arrange security briefings and clearance
• Liaise with national counterparts, regarding the preparation of in-country travel of the TFI
• Prepare agendas and minutes for meetings, draft reports of meetings,
• Draft correspondences covering project issues, compile statistical data; follow up and respond to queries
• Organize training events for national counterparts (within Somali and outside) and project staff.
• Assist in preparatory work for contracts and procurement (i.e. tendering, bills of quantities and works etc.) according to 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 project manager.
• 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 SCMSP project document including soft and hard copies.
• Carry out any other relevant duties requested by the Project Manager.

3. Financial Administrative support
• Proper control of the supporting documents for payments and review of financial reports and processing of vouchers.
• Processing of transactions, ensuring that they are correctly recorded and posted in Atlas in conformity with the internal expenditures control system.
• Timely corrective actions on erroneous data in Atlas.
• Compilation of data for internal/external audit.
• Assist in the preparation of presentations' statistical data and outgoing correspondence
• Liaise with national counterparts, regarding payment of invoices, stipends, and organize in-country travel of the TFI
4. Support to knowledge building and knowledge sharing
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Participation in the organization of training for the office staff on project related issues.
• Synthesis of lessons learned and best practices in project finance.
• Sound contributions to knowledge networks and communities of practice.
Impact of Results

The key results have an impact on the efficiency of the SCMSP Project. 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.

Competencies

Corporate Competencies:
• Demonstrates commitment to UNDP's mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Knowledge Management and Learning
Knowledge Sharing
• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of financial rules and regulations and Results Management Guide, accounting
• Strong IT skills, Atlas
• Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change
• Responds positively to feedback and differing points of view
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 would be desirable.
Experience:
• 5 years of administrative or programme 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

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.

Use this link to apply for this job:
https://jobs.undp.org/cj_apply.cfm?job_id=19361

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