Project Officer NPSA8

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.

Duties and Responsibilities

Between February and October 2011, Libya was embroiled in a bloody and protracted liberation struggle between the autocratic regime, and revolutionary forces determined to put an end to the dictator’s 42 year rule. After this followed a decade of political crisis and violent conflict that had a devastating impact on Libya’s development trajectory and its population. Yet many of Libya’s current structural development challenges date back to the pre-revolution era including limited economic diversification, overreliance on oil revenues, foreign labour and public sector employment. Public institutions including rule of law and justice related institutions are lacking infrastructure, equipment and human resource capacities. Limited inclusiveness in decision making at all levels, corruption, injustice, political division, gender inequality, and insecurity collectively undermine the ability of the Libyan population, and the estimated 900.000 migrants and refugees the country hosts, to live in safety and security and to have access to effective justice.  Because of the lack of a centralized government in a large part of the country and the (at best) shaky social contract between state and citizens overall, other actors, militias in particular, have stepped in to fill the gaps creating a hybrid, system of law, security, justice and accountability. In 2011, the Security Council mandated a political mission to support Libya in the transition period (UNSMIL). UNDP has been closely collaborating with UNSMIL Human rights/transitional justice/rule of law and police components, other UN agencies as UNODC, government institutions and several other partners to support a strengthened rule of law and justice in Libya. The joint project on policing and security between UNSMIL and UNDP from 2017-2022 finished in the summer of 2022 and was mainly focused on supporting institutions in Tripoli. A new four-year project will start in the fall of 2022 and start with a six-month inception phase. This project is part of UNDPs new country project that will start around the same time. Supporting the state, contributing to the establishment of an inclusive social contract between citizens and the state is part of the core mandate of UNDP, as is supporting those most in need. While previous projects focused on supporting the state predominantly, this project aims to find the balance between supporting governmental entities at a national level, communities and local governance at a local level, and civil society throughout the country. The overall objective of the new project is to contribute to building the foundation of an inclusive social contract, this will happen both inside and outside Tripoli and focus and use the ‘whole of Libya approach’. The project seeks to develop the capacities of key institutions to deliver equitable and efficient services to the Libyan people, especially at a municipal level. Simultaneously, it aims to empower civil society and the Libyan people to access justice, resolve disputes and build peace. In this regard, this project document represents the basis for UNDP’s work on justice, rule of law and justice and cooperate closely with UNSMIL and other UN agencies.

The Project Officer, under the supervision of the Programme Manager, is expected to provide project support to ensure efficient and effective support to the goals and objectives of the Rule of Law Project.

3.    Scope of Work

The Project Officer will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the Project Manager and other project staff, UNDP CO Operations, UNSMIL and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements. The successful candidate will have the following specific responsibilities:

1. Ensure timely implementation of the programming activities, focusing on the achievements of the following results:

• Liaise with the national counterpart on issues related to the project activities;
• Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions
• Prepares inputs to formulation of AWPs and inputs to detailed implementation plans;
• Support the coordination of project board, project review and/or evaluation meetings including all stakeholders;
• 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;
• Initiates procurement actions for Individual contractors, goods, works and services and recruitment of NPSA actions according to HR and procurement plans. Prepares requests for recruitment and contracting in UNDP format and according to CO SOP;
• Compiles supporting documents for procurement and recruitments processes and ensures that supporting document are complete and in line with the SOP;
• Creates e-requisitions in ATLAS to initiate procurement processes, ensures the accuracy of the COA of the e-req, and follows up with Project Manager for approval. Revises e-requisitions as necessary;
• Promptly follows up with CO units on pending actions (procurement, recruitment, travel, transportation etc);
• Creates e-requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP);
• Prepare payment requests and submit to CO (according to SOP). Ensures accuracy of COA of all payment requests;

1. Ensure Project administered timely and efficiently according to UNDP procedures

• 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;
• Administrative support to conferences, workshops, retreats;
• 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;
• 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 Project Manager.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Reviews, implement and monitor assets management procedures in the relevant project;
• Prepares receipts in ATLAS;
• ATLAS profile: General User.

1. Ensures efficient financial resources management of project 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 and PO vouchers in ATLAS.
• Creation of requisition in ATLAS for project inputs, making budget checks on ATLAS for requisitions 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 Rule of Law project 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.
• 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.

1. 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;

4.     Institutional Arrangement

Under the direct supervision of Project Manager and coordination with and Project Management Specialist of Governance and Rule of Law pillar. ,  the Project Officer will be expected to provide support to project implementation performing a variety of standard project activities while ensuring high quality and accuracy of work.

1. Competencies

UNDP People Management Competencies can be found in the dedicated site

1. Minimum Qualifications of the Successful NPSA

6.         Travel: Official travel within Libya  

7.       The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.

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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