Project Officer - JPLG (SC9)
The third phase of JPLG continues with the same participating UN agencies, and lead partners from the government side while expanding the programme to all FMSs and additional local governments as more district councils are formed. The five UN agencies (UNDP, UN-Habitat, UNCDF, ILO and UNICEF) contribute with their technical and comparative advantages to ensure comprehensive support for local governance in Somalia. The joint support promotes improvements in local governance which will contribute to peace consolidation, development and equitable service delivery for the citizens of Somalia.
JPLG seeks to support Somalia to expand decentralized service delivery through 1) strengthening policy and legislative frameworks as well as coordination mechanism; 2) developing capacity of local government to deliver services efficiently and; 3) focus on inclusion and equality in the local government institution and in the local governance processes. The joint programme also aligns its support to the Somali National development plan, and has a special focus on the Somali Peace and NDP pillars Goals (PWG) 1 and 2
JPLG supports the Ministry of Interior and Federal Affairs and Reconciliation MOIFAR), Federal State Ministries of Interior as well as target districts through institutional and organizational reform, technical advice and material support to help local governments to improve their functions as service providers, increase public investment in basic services, and strengthen civic awareness and participation in local decision-making and development.
Throughout the Programme, strong emphasis is placed on gender and women in local government, human rights and local governance, and good governance principles of transparency, accountability and participation.
UNDP wishes to strengthen its presence in Hirshabele – and as part of this effort, UNDP wishes to recruit a Project Officer to support implementation of the JPLG work plan.
Under the overall guidance of the UNDP-JPLG Project Manager, and in close coordination with other JPLG staff the Project Officer will provide programming, administrative and financial services ensuring high quality, accuracy and consistency of work for JPLG and UNDP. The Project officer promotes a client-oriented approach consistent with UNDP rules and regulations.
The Project Officer works in close collaboration with the UNDP operations, finance programme and JPLG project staff, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society ensuring successful UNDP project implementation.
Duties and Responsibilities
Summary of key functions:
The Project Officer will support the project management in project planning, design, Implementation, administrative/financial and monitoring and evaluation and will be accountable for the following results:
- Ensure timely implementation of the programming activities in State of Somalia;
- Efficient procurement, administrative and logistic services;
- Ensures effective and efficient financial resources management;
- Deliver capacity building and training initiatives, and ensure a timely implementation of capacity building activities;
- Ensure advocacy, planning and programming, monitoring and evaluation, and representation;
- Facilitation of knowledge building and knowledge sharing.
Ensure timely implementation of the programming activities in Hirshabele State of Somalia focusing on the achievements of the following results:
- Develop common project workplans among UNDP/JPLG, the Ministry of Interior’s Department of Local Governance, Regional Administrations and Local Government Councils and Administrations;
- Technically support the proper implementation of all activities with the Ministry of Interior and Local Authorities serving as the liaison officer between the UNDP/JPLG Management and the Somali authorities;
- Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the programming activities;
- Elaboration of monthly work plans and budget as well as monthly narrative and financial report;
- Collaborate closely with other UN JPLG Team Members in the delivery of support to Somalia counterparts and in the preparation of narrative reports to the government, donors and partners as well as in the planning and revision of project workplans.
Provide efficient administrative, procurement, and logistic services focusing on the achievement of the following results:
- Provide all necessary support as required in terms of administrative, financial and reporting requirements, and all relevant clearance procedures for finance, procurement, recruitment, travel, etc;
- In liaison with the Project Manager and with support from the UNDP Operations Unit update and initiate processing of project financial entries in Atlas; ensure transmission of project financial data for inclusion in Atlas;
- Reconcile the records of payments with activities and recommends new disbursements to the Project Manager;
- Under the guidance of the Project Manager and in close collaboration with the Procurement Unit, carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations;
- Ensures there is an adequate and retrievable filing system for all UNDP JPLG documents including soft and hard copies;
- Supervise logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearance and visas are obtained for all travelling project staff and consultants.
Ensures effective and efficient financial resources management, focusing on the achievement of the following results:
- Consolidate and organize, in collaboration with Operations Unit, Expression of Interest (EOI) and other procurement processes on behalf of the project, analyze partner applications and recommend partnerships in accordance with UNDP processes;
- Oversee partnership arrangements with local partners;
- Provide leadership in oversight of effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management;
- Liaise with operations staff and project administration in Nairobi on all operational matters and financial expenditures and transactions;
- Ensures integrity of financial and administrative operations in the JPLG area through oversight of financial and budgetary aspects of the projects, under advice of the Project Manager;
- Review financial reports submitted by counterparts and liaise with counterparts to ensure the transparent and accountable use of funds provided in the framework of LOAs;
- Ensures strict and consistent application of UNDP rules and regulations and ensures the implementation of clear accountability mechanisms throughout the programme portfolio;
- Participates in internal control mechanisms for adherence to UNDP rules and regulations in contracts, assets, procurement, recruitment, etc. as required.
Deliver capacity building and training initiatives focusing on the achievements of the following results:
- In collaboration with the Project Manager, design and review capacity building plan for ministry, regional and district officials;
- Design a relevant work plan in consultation with the Project Manager and ensure a timely implementation of capacity building activities;
- Design tender documents for procurement of training service provider and follow through with a procurement and selection process;
- Supervise the implementation of the capacity building plan by regular monitoring of activities and frequent field visits;
- Participate in project training and other relevant activities at district level, and be updated on all training and implementation activities in the districts;
- Advice the Project Manager on appropriate action to secure implementation of training and M&E activities in line with agreed work plans, project documents, etc;
- Conduct regular and frequent visits to the districts, regions and Ministry offices to review operations, supervise the monitoring and training officials, and to allow for a proper overview of all training activities;
- Carry out any other relevant duties requested by the Project Manager.
Efficient support to tasks related to advocacy, planning and programming, monitoring and evaluation, and representation.
- Ensures monitoring and evaluation of the project, including regular field visits and support to the organization of Project Board and Steering Committee meetings and reports on project progress and constraints;
- Coordinate and cooperate with initiatives of other JPLG Agencies and sections of the UNDP country office;
- Liaise with all UNDP counterparts, government authorities, UNSOM and other stakeholders regularly.
Ensures knowledge building and management focusing on achievement of the following results:
- Contributes to the identification and synthesis of best practices and lessons learned from the Local Governance and JPLG for organizational sharing and learning;
- Actively participates in the knowledge networks related to Local Governance and takes advantage of best practices and lessons learned that are available at the local, state, national, regional and global levels;
- Supports capacity-building of national counterparts;
- Promotes a knowledge sharing and learning culture in the CO.
Impact of Results
The key results have an impact on the execution of the CO financial services management and the JPLG/UNDP in terms of quality and accuracy of work. Accurate data entry and presentation of financial information and a client-oriented approach enhances UNDP’s capability to effectively and efficiently manage financial resources.
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays strong cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favoritism.
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
- Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills;
- Experience in monitoring and evaluation preferred.
Development and Operational Effectiveness
- Ability to conduct results-based management and reporting;
- Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration.
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates good oral and written communication skills;
- Demonstrates openness to change and ability to manage complexities;
- Leads teams effectively and shows mentoring as well as conflict resolution skills;
- Remains calm, in control and good humored even under pressure;
- Results oriented, flexible and problem solving skills;
- Previous experience in working with stakeholders on design of training manuals and/or monitoring and evaluation approaches is an asset.
Required Skills and Experience
- Masters Degree or equivalent in Social Sciences, International Relations, Political Sciences or related fields.
- A first level university degree with a combination of relevant academic qualifications and 3 years of relevant work experience may be accepted in lieu of the master’s degree.
- Minimum of 5 year relevant experience including promoting capacity building in local governance is required with an advance degree;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems;
- Management experience in areas of finance, administration and project/operations management in a governmental, multilateral or civil society organization in a multi-cultural setting is an asset.
- Fluency in written and spoken English and Somali is required.
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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