Administrative and Finance Officer (Inclusive Politics)
With the remarkable progress made during the 9th Parliament, the Somali Government is very keen to deepen democracy and ensure political inclusiveness. Promoting inclusive politics is critical as it will contribute decisively to peace-building, state-building and sustainable development in Somalia. Somalia’s commitment to this is best illustrated by the endorsement of the National Development Plan with Government leading the participation in the London Conference and offering continuous support to programmes and projects.
UN integrated teams have developed various programmes supporting the transition to inclusive democracy in Somalia. These programmes have, notably since September 2012, been redefined to focus their contribution on inclusive politics in Somalia and have already delivered significant results. This is also true of the UNDP which continues through its various programmes to contribute both directly and indirectly towards the delivery and promotion of inclusive politics in the Federal Republic of Somalia. The primary focus is on building an inclusive political system that is met by responsive institutions providing an environment in which social cohesion can flourish and, in turn, influence democratic institutions.
The UN integrated programmatic approach addresses issues of political inclusion from several different yet complimentary angles. The foundations for inclusive politics are already embedded in the Somali Provisional Constitution, and this will be further strengthened in the review that is currently underway by means of a consultative, participatory and inclusive process which is supported by the UNDP/UNSOM constitutional review programme. The constitution promotes a ‘social contract’ that includes the various mechanisms that allow for the peaceful coexistence of various groups. It does this by establishing federalism, power-sharing mechanisms, and local governance. There is also a guarantee of equal access to power and peaceful and respectful political debate. In short, the Somali State, and its powers, will be the product of the agreement between its citizens. The participation of the Somali people is primarily expressed through the electoral framework and system, as also supported by UNDP/UNSOM in the run-up to the first direct, universal and multi-party elections since 1969, foreseen for 2020/1. By the same token, the Constitution will set the parameters for the architecture of power- and resources sharing. National law-making and operationalizing of the constitution requires a strong and fairly-elected Parliament, both National Federal Parliament and in all State Assemblies. UNDP’s parliamentary support programme not only addresses the technical capacities of these Parliaments but also their capacities to effectively represent the Somali people, to engage and communicate with all constituents, interest groups and the non-governmental sector in pursuit of reconciliation, peace and stability for the country. UNDP’s programmes also directly support the process of federalization and decentralization that will, over time, calibrate the national equilibrium between the federal, state and local Governments. Considering Somalia’s fragmented nature and fragile foundations, issues of political and civil reconciliation will determine for a large part the success in its quest for political inclusion.
Parliamentary Support Project- PSP II
Somalia is undergoing a historic process of change, moving towards peace from decades of violent conflict, which ravaged the country and resulted in widespread suffering of its people. The Provisional Constitution of the Somali Republic was agreed and endorsed on 1 August 2012. The 9th Parliament successfully completed its term of office and remained a stabilizing force. The 10th Parliament has been elected including the Upper House. The newly established Upper House will need support to develop its Rules of Procedure and to train its members to effectively provide support to the emerging Federal Member States.
The National Federal Parliament and its members have throughout the 9th parliament played a critical role in Somalia. If supported to effectively fill its place in the new political infrastructure of Somalia, the legislature will continue to operate as a venue for the debate and discussion of issues of national importance. Potential sources of conflict can be aired, debated and addressed publicly and in a bi-/multi-partisan manner. In order to achieve these objectives, both Members of Parliament and the Parliamentary Secretariat require urgent support. Apart of the National Federal Parliament (NFP) functioning parliaments exist in Garowe/Puntland and in Hargeisa/Somaliland and new assemblies are currently formed in the emerging states.
In support of the new Federal Government and the people of Somalia, UNDP Somalia is implementing a Parliamentary Support Project in Somalia. Notably, the Projects have been designed to support the National Federal Parliament, as well as the existing Somaliland and Puntland Parliaments as well as other National and Sub-national Authorities including Interim Regional Authorities to participate in the constitutional review process.
Constitutional Review Support Project (CRSP II)
Under the Provisional Constitution, the NFP has also been tasked with leading the process of constitutional review and implementation, which is required to finalize a national Federal Constitution and set in place a framework for national elections. Support is required to help finalize the constitution and to implement it as a framework for the new constitutional dispensation.
The 9th parliament produced a technical review of the constitution which provides a firm basis on which the 10th Parliament is able to complete the process of review. The newly appointment Minister of Constitutional Affairs also has extensive experience in the making of the current constitution. In addition, the Speaker of the Upper House was also re-elected. This provides for a firm basis of institutional memory that will assist in making the project even more successful.
A Master Plan has been developed along with a Planning Schedule which will now be transformed into a Project Document consolidating the partnership between the UNDP and the Minister of Constitutional Affairs. The Project Document will be concluded and signed before the end of June 2017. There is now firm political ownership of the process. In addition, the new Minister has already embarked upon an extensive process to secure the support of all key role players and stakeholders including civil society and regional administrations for the continued process of constitution making.
To provide overall administrative and financial support and ensure effective administrative and financial management of the projects under Inclusive Politics Portfolio which includes 1. Support to Constitution Review Process, 2. Parliamentary Support Project 3. Support to Universal Elections and 4. Women’s Political Participation, the Admin. & Finance Officer will be under the overall supervision of the Operations Specialist of Inclusive Politics Portfolio. He/she will work in close collaboration with the Portfolio Manager, UNDP operations teams, programme and Inclusive Politics projects staff, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society, contributing to successful project implementation. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations.
The Programme will rely on coordination with and between different national counterparts, while supporting the Compact principle that development efforts are "Somali-owned, Somali-led". It will also maintain interactive partnerships with UN MPTF donors and other partner to make better use of the limited available resources.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational and administrative strategies in the projects
- Support to administrative, logistical support and assets management.
- Support to the financial resources management of the projects
- Support to implementation of resources mobilized for the projects
- Ensures facilitation of knowledge building and knowledge sharing
Ensures implementation of operational and administrative strategies, focusing on achievement of the following results:
- Full compliance of operational and administrative processes within projects of Inclusive Politics portfolio with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of HR and administrative management system;
- Administer human resources activities for project staff in accordance with the rules & regulations of UNDP;
- Prepare staff budget forecast through an analysis of staffing pattern and needs during the respective year;
- Advise the respective staff for proper coordination with UNDP HR Unit during the different stages of recruitment of project staff. Coordinate for issuance, renewal and termination of contracts of project staff;
- Ensure proper maintenance of filing system for HR records, personnel files, attendance and leave records and prepared correspondence, reports and tables on human resources;
- Ensure smooth, efficient and effective running of the office;
- In close coordination with Operations Specialist of Inclusive Politics Portfolio ensure proper supervision and management of performance of the support staff (Finance Assistants and Associates, Administrative Assistants, Drivers, IT specialist and Cleaners);
- Actively participate in discussions related to efficient and effective Programme implementation and general office management
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Provision of inputs to preparation of administrative team results-oriented workplans.
Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
- Performance of a Buyer role in Atlas and preparation of POs for travel activities.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services. Arrangement of vehicle transportation, regular vehicle maintenance and insurance. Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Manage projects assets and inventory management processes in accordance of UNDP Financial Rules and Regulation;
- Develop and Implement effective and efficient process of R&I and supply management system by overseeing the assets stock;
- Reviews, implement and monitor assets management procedures in the relevant project;
- Ensure compliance with projects asset management policies;
- Manage provision of timely and cost–effective logistical services including sub-contracting of local companies, renting or rehabilitation of the projects’ premises, office equipment and supply,
Ensures efficient financial resources management of projects finances, focusing on the achievement of the following results:
- Prepare budgets and budget revisions as required and manage the project budgets on regular and timely basis;
- Update and initiate processing of project financial entries in ATLAS; ensure transmission of project financial data for inclusion in ATLAS;
- Implementation of control records such as commitments and expenditures.
- Review of financial reports from partners and sub-contractors;
- Preparation and or review and certification of non-PO vouchers in ATLAS.
- Creation of requisition in ATLAS for project inputs, making budget checks on ATLAS for requisitions, POs and vouchers;
- Timely corrected actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in ATLAS;
- Reconcile the records of payments with activities and recommends new disbursements;
- Provision of researched information, reports for audit exercises;
- Proper control of supporting documents for UNDP payments;
- Monthly Budget Vs Expenditure analysis and expenditures tracking in accordance with UNDP rules and regulations;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed;
- In charge of NEX reporting requirements, and advances;
- Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
- Full compliance with UN/UNDP rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
Support to implementation of resources mobilized for the project and achievement of the following result:
- Tracking and reporting on mobilized resources;
- Review of contributions agreement;
- Managing contributions on ATLAS;
- Monitoring of cost sharing contributions;
- Advice to project staff on different donor reporting requirements, monitoring of financial reports to donors.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Organization of trainings for the government counter parts and project staff;
- Synthesis of the lessons learnt and best practices in the project regarding financial management;
- Sound contributions to knowledge networks and communities of practice;
- Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators;
Impact of Results
The key results have an impact on the overall performance of the Projects and success in implementation of project and programme strategies. Accurate analysis, appropriate and efficient management of tasks, as well as sensitivity to a diverse cultural environment will impact on the results.
- Demonstrates integrity by modeling 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 favoritism.
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
- Documents and analyses innovative strategies and new approaches.
Job Knowledge/Technical Expertise:
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
- Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery;
- Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks;
- Analyzes the requirements and synthesizes proposals;
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
- Demonstrates good knowledge of information technology and applies it in work assignments;
- Sound knowledge of financial rules and regulations, accounting.
Design and Implementation of Management Systems:
- Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design.
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
- Anticipates client needs and addresses them promptly.
Promoting Accountability and Results-Based Management:
- Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.
Development and Operational Effectiveness:
- Ability to administer and execute administrative processes and transactions;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Good knowledge of administrative rules and regulations;
- Strong IT skills and knowledge of web based systems;
- Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management:
- Focuses on results for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure;
- Ability to supervise and train support staff;
- Ability to participate effectively in team-based information sharing environment;
- Ability to plan, prioritize and deliver tasks on time;
- High client service orientation and initiative to solve problem, excellent analytical and communication skills;
- Ensures high quality and accuracy of work;
- Executes processes and transactions with a results-oriented approach;
- Ability to work with minimal supervision.
Required Skills and Experience
- Master’s Degree or equivalent in Economics, Public Administration Business Administration, Finance, Accounting or related field;
- Bachelor’s Degree or equivalent in Economics, Public Administration Business Administration, Finance, Accounting or related field with 2 years of work experience in a related field may be accepted in lieu of the master’s degree;
- Certified Public Accountant or equivalent professional qualification. Membership in a recognized professional accountancy body would be considered an asset.
- A minimum of 2 years of relevant experience in similar function or job responsibilities is required;
- Experience in the usage of computer software packages (MS Word, Excel, etc.), and web based management systems;
- Previous experience working with the UN a distinct advantage.
- Fluency in English and Somali with good written and oral skills.
Important applicant information
All posts in the SC categories are subject to local recruitment.
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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- Organization: UNDP - United Nations Development Programme
- Location: Mogadiscio (Somalia)
- Grade: SB-4, Service Contract, Local Contractors Agreement - Junior level
- Democratic Governance
- Operations and Administrations
- Banking and Finance
- Political Affairs
- Closing Date: 2018-08-23