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Senior Project Assistant SC-7 (Elections)- Inclusive Politics Portfolio- UNDP

Mogadishu (Somalia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Mogadishu (Somalia)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Elections
    • Project and Programme Management
    • Administrative support
    • Development Cooperation and Sustainable Development Goals
    • Political Affairs
    • Disability Rights
  • Closing Date: 2019-12-12

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Background

The National Independent Electoral Commission (NIEC) of Somalia is established as a statutory body according to Article 111G of the Provisional Constitution of the Federal Republic of Somalia 2012. Recognizing the importance of building the capacity of the secretariat to effectively deliver on the statutory mandate of the Commission, the NIEC has prioritized equipping its personnel with the requisite expertise in electoral management. In this regard the United Nations Development Programme (UNDP) and the United Nations Assistance Mission in Somalia (UNSOM) jointly known as the UN Integrated Electoral Support Group (IESG) is committed to long-term electoral support and the NIEC’s capacity development through the electoral cycle in preparation of the planned universal suffrage envisaged in 2020.  Where in 2018, the main focus is on the development of the Electoral Law, in 2019 preparation for voter registration will constitute the first major operation for the NIEC leading up to the creation Somalia’s first comprehensive voter registry in decades and a key benchmark for Somalia ‘one person one vote’, multi-party and universal suffrage elections in 2020.
IESG is a fully integrated team, headed by a UNSOM Director/Chief Electoral Advisor and a UNDP Deputy Chief Electoral Advisor. IESG’s assistance will includes technical electoral advice, capacity development and support to electoral activities including operational support and procurement of goods and services. While UNSOM provides the majority of the IESG international and national advisors, within IESG, UNDP staff manages the donor basket fund through the MPTF under the lead of the Project Manager.
The Senior Project Assistant will support the UNSOM/UNDP Integrated Electoral Support Group in all aspects of electoral support project. S/he will receive training and mentoring to become familiar with UNDP, UNSOM and the NIEC/Government’s processes and procedures. All work will be undertaken in coordination with other IESG team members as well as in coordination with relevant UNDP CO and UNSOM colleagues, and the NIEC.
Under the overall guidance of the Chief Electoral Advisor and Deputy Chief Electoral Advisor and under the direct supervision of the Project Manager, the Senior Project Assistant will perform the responsibilities described below and undertake any other relevant tasks as required.
 

Duties and Responsibilities

Objectives: Oversee support activities in project implementation including monitoring of implemented activities and reporting. Assess support requirements against project objectives and operating environment.
 
Summary of Key Functions: 
  • Support to implementation of programme strategies;
  • Monitoring and reporting of activities of implementing partners (IP), in line with Project Work Plan and the LOA;
  • Support IESG with contribution to UN reporting, translation of documents, etc;
  • Ensure facilitation of gender mainstreaming and knowledge building and sharing.
Support to implementation of programme strategies:
  • Ensuring full compliance of project activities with UNDP rules, regulations, policies and strategies.
  • Support to the development of the annual work plan and LoAs.
  • Ensure effective support to the IP with the implementation of activities in line with Project Work Plan and the LOA;
  • Liaise with IP in the implementation of agreements such as letters of agreement (LOA) and ensure that such agreements are up to date and that activities are not undertaken beyond contractual period;
  • Assist IP with the implementation of activities under the LOA;
  • Assist IP with required reporting (e.g. as per the LOA) and internal communication products;
  • Support IESG colleagues with the implementation of IP activities;
  • Provide interpretation and translation support as required.
  • Provide organizational support to IESG and IP activities such as making arrangements for consultations, workshops, roundtables, conferences, project board meetings and study tours.
  • Maintain filing system and record of programme documents and correspondence ensuring safekeeping of confidential materials. 
  • Draft routine correspondence and reports covering programme issues; follow-up pending issues and respond to queries in a timely manner.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, data, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor.
  • Provide assistance in the preparation of project budgets, and other reports as required.
  • Acts as a backup minute taker during project meetings and workshops, distributes and files agreements.
  • Support and coordinate travel, logistics and admin support for the staff and project as required.
Monitoring and Reporting of activities of implementing partners (IP), in line with Project Work Plan and the LOA:
  • Acquire knowledge and understanding of project Work Plan, IP LOA and IP plans to provide M&E support;
  • Engage with IP partners to understand and follow-up on planned activities and keep IESG colleagues updated;
  • Attend where UN security permits, IP activities, advise on challenges, issues, gender mainstreaming and lessons learnt;
  • Provide back-to-office reports and full reports to IESG and UNDP communications/reporting colleagues of observed IP activities;
  • Provide recommendations to IP and IESG to improve project implementation;
  • Engage with UNDP M&E colleagues when required, and assist in the liaison of Third Party Monitors to support third party verification of IP activities.
Support IESG with contribution to UN reporting, translation of documents:
  • Liaise with IESG reporting officers and provide input to or initial drafts of IESG reports (newsletter, monthly report, DSR, etc.);
  • Ensure proper and timely reporting to the supervisor on activity implementation, as well as contribute to reporting on progress towards outcomes and impact;
  • Assistance in setting up appointments and liaising with Somali stakeholders;
  • Compilation and updating of contact lists;
  • Translation of routine correspondence and short documents (Somali/English) 
  • Interpretation support (Somali/English) during meetings;
  • Provide logistical and administrative support to IESG with the implementation of its mandate, whenever requested. 
Ensure facilitation of gender mainstreaming, and knowledge building and sharing:
  • Actively promote within UNDP and with the IP women’s participation in electoral processes within dedicated scope of work.
  • Build the capacity of IP in terms of monitoring and reporting.
  • Sharing knowledge on IP monitoring with colleagues.
  • Contribute to the identification and synthesis of best practices and lessons learned from the Project for organizational sharing and learning;
  • Actively participate in the knowledge networks and take advantage of best practices and lessons learned that are available at the district, national, regional and global levels;
  • Assesses the capacity of national counterparts, develop capacity building plans and implement them through mentoring, trainings and workshops.
  • Promote a knowledge sharing and learning culture in the Country Office.
 

 

Competencies

Building Strategic Partnerships:
Maintaining a network of contacts, information and databases
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures 
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Promoting Organizational Change and Development:
Presentation of information on best practices in organizational change
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Design and Implementation of Management Systems:
Data gathering and implementation of management systems
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Client Orientation
Maintains effective client relationships
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Promoting Accountability and Results-Based Management:
Gathering and disseminating information
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 

Required Skills and Experience

Education:
  • Completion of secondary school education with specialized certification in Administration and Finance.
  • A first level university degree in Public or Business Administration, Communications, Political Sciences, Social Sciences, Humanities, or related fields desirable, but it is not a requirement
Experience:
  • 4 years of programme/project or research experience is required.
  • Experience in the coordination, development and implementation of assistance programmes and projects in post-conflict contexts is desirable. 
  • Experience in the facilitation of recognized capacity building training courses is desirable
  • Experience in the usage of computer software packages (MS Word, Excel, etc), and web-based management systems
  • Experience with the UN or any other international development organization is an asset.
  • Knowledge of electoral processes and expertise in electoral support is an asset.
Language Requirements:
  • Fluency in English and Somali with good written and oral skills.
 

 

Disclaimer

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.

Workforce diversity

  • UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

 

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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