SENIOR PROGRAMME ASSISTANT, JPLG (LOCAL POSITION)

Background

The UN JPLG for Somalia is a joint programme of ILO, UNCDF, UNDP, UN-HABITAT and UNICEF. The partners in the Joint Programme are the Transitional Federal Government, the Government of State of Puntland, the Government of Somaliland, Regional Councils, District Councils, Legislatures, Municipal Associations, International and Local NGOs/CSOs, the private sector and donors. The JPLG is aligned to the strategic frameworks of Somalia Reconstruction and Development Programme (RDP) 2011-2015, and the United Nations Transition Plan (UNTP) 2008 -2010 and the United Nations Somalia Assistance Strategy (UNSAS) 2011 -2015. It is envisaged to achieve as wide coverage in Somalia as resources and conditions allow with a comprehensive approach to assist local governments to be credible, professional service providers, increasing public investment in basic services, and strengthening civic awareness and participation in local decision-making and development. The strategy pursued will comprise: policy and legal frameworks for decentralization, local government, service provision and land management, institutionalizing local government systems, vertical and horizontal inter-government linkages and civic education initiatives, investment in public services and goods through testing a Local Development Fund model, direct service provision and promotion of public-private partnerships, and Processes and systems for housing, land and property disputes and resolution. Throughout the Programme, strong emphasis will be placed on gender and women in local government, human rights and local governance, and good governance principles of transparency, accountability and participation. The UN JPLG has established a Programme Coordination Unit (PCU) with a Senior Joint Programme Manager and staff to cover the administrative, communications, as well as reporting, monitoring and evaluation tasks. The JPLG is now looking to recruit a Senior Programme Assistantto support the functions of the PCU. The JPLG is now looking to recruit a Senior Programme Assistant under the direct supervision of the JPLG Senior Programme Manager, to advocate for the overall JPLG goals and its strategic links to the Somali Joint Needs Assessment and the UNSAS and ensure coordination of the JPLG in particular with the Somali authorities. In addition the Senior Programme Assistant will be responsible for the implementation of the JPLG communications portfolio, providing high quality administrative and financial support, monitoring all expenditures against the PCU budget as well as reporting to the European Commission on its contribution to the JPLG. Funds managed by JPLG PCU will be implemented using the UNDP Direct Execution (DEX) modality. The PM works on a daily basis with colleagues in the UNDP CO, and with all five participating UN agencies in the JPLG at the project level, necessitating that the incumbent be able to develop and maintain viable working relationships with colleagues across the organization, with partner UN agencies and in Somalia, and be able to work with them in a responsive, respectful client orientation and in a problem solving mode.

Duties and Responsibilities

Summary of Key Functions: Ensure the objectives of the JPLG Communication Strategy are met by taking responsibility for the successful implementation of the strategy and its action plan in full cooperation with the five UN partners to the JPLG. Build a reputation for quality design and reliable delivery of the JPLG with Somali authorities and other partners. Implementation of operational strategies for the PCU while working closely with UNDP Human Resources, Procurement and Finance departments. Accounting and administrative support for the PCU in cooperation with the Finance Unit and UNDP as AA for the JPLG. Prepare and conduct analysis of financial reports for the PCU focusing on achievement of results and disbursements against the work plans and budgets for each participating UN Agency. Knowledge building and knowledge sharing. 1. Ensure the objectives of the JPLG Communication Strategy are met by taking responsibility for the successful implementation of the strategy and action plan by focusing on the achievement of the following results: Review and advise on improvements and innovations to the JPLG communications strategy and action plan in unison with the communications officers from the five JPLG participating UN agencies as well as the JPLG Outcome Evaluation and M&E teams. Responsible for preparing the communication strategy annual workplans and budget in dialogue with communications officers from the five JPLG participating UN agencies. With the communications officers from the five JPLG participating UN agencies implement and continuously improve the JPLG communications strategy. Ensure increased awareness of the JPLG objectives through dissemination of information, public events and acting as a source of reference. Develop and maintain effective advocacy and outreach material on the JPLG. Deliver quality communications stories/case studies on JPLG showcasing significant achievements. Maintain close contacts with national and international media, Somali government officials, multilateral and bilateral donors, civil society and private sector in advocating for the JPLG. 2. Build a reputation for quality design and reliable delivery of the JPLG with Somali authorities and other partners by focusing on achievement of the following results: Works in close collaboration with the JPLG Senior Programme Manager and with the participating UN agencies. Engage with Somali authorities from the three zones of Somalia on JPLG and its ability to deliver and the institutional lessons. Develop innovative approaches to engage with Somali authorities from the three zones on discussions about adherence to governance principles in local government reforms, using JPLG and other relevant local governance programs as examples. Support the JPLG Senior Programme Manager in working with the JPLG donors in achieving open and honest dialogue. 3. Ensures implementation of operational strategies for the PCU while focusing on achievement of the following results: Ensure consistency in the application of UN rules and procedures. Being the main liaison person between the PCU and the UNDP operations, coordinate all support services from the UNDP, mainly recruitment, procurement and financial management. Manage the administration of the PCU and ensure that set administrative rules and regulations are followed as per HQ directions. Assist staff in the field with administrative matters. Undertake all logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with UNDSS and ensure security clearances and visas for all staff and consultants traveling to Somalia. Coordinate and compile asset management records for the PCU in a timely manner. This includes periodic inventory reports, coordination of physical verification of inventory items. Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management. 4. Ensures accounting and administrative support for the PCU focusing on achievement of the following results: Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies. Manage and administer the PCU budget by approving payments raised in Atlas and payment requests, reviewing the monthly expenditure reports. Identify areas for improvement in the management and use of the budget. Provide proper control of the supporting documents for payments and financial reports; approval of vendors; preparation of vouchers. Analysis and presentation of information on the status of financial resources as required. Provides effective administrative support to the PCU. Ensures there is an adequate and retrievable filing system for all JPLG documents including soft and hard copies. Attends meetings the PCU is involved in and takes minutes, records, distributes and files agreements. 5. Prepares financial reports and conducts analysis focusing on achievement of the following results: Proper control of the supporting documents for payments and financial reports for the PCU; preparation of all types of vouchers for development and management projects and on-behalf of client agencies; PO vouchers for development and management projects; and payment execution. Preparation and compilation of annual donor reports for the PCU and 5 JPLG participating UN agencies. 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, MPOs and other entitlements are duly processed. Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Presentation and analysis of information on the status of financial resources as required. Maintenance of the Accounts Receivables for UNDP projects and recording of deposits in Atlas. Management of any cash receipts and petty cash. Development of the PCU annual work plan and budget and monitor the PCU budget/work program against expenditure. Set up a system which allows for the overall tracking of JPLG expenditures against the agreed to budgets and workplans for each UN Agency, using both the Atlas codes and the EC systems. Undertake analysis of expenditure reports and alert the SJPM to factors such as slow or rapid disbursements against the workpklans. Liaise and cooperate with the AA (UNDP) to ensure consistency in financial reporting. Timely preparation and issuance of the various financial reports, recruitment of staff, procurement of equipment etc. 6. Supports knowledge building and knowledge sharing in the country office focusing on achievement of the following results: Participation in the trainings for the operations/ project staff on finance, HR or procurement. Participation in trainings/courses on communications strategies in development contexts and decentralization in fragile states. Contributions to knowledge networks and communities of practice. Impact of Results The key results have an impact on the overall performance of the JPLG PCU in terms of communicating JPLG’s core business and success in implementation of JPLG strategies and programme. Accurate data entry and presentation of financial information and a client-oriented approach enhances UNDP’s capability to effectively and efficiently manage financial resources and reporting on the same.

Competencies

Corporate Competencies: Demonstrates commitment to UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Functional Competencies: Ability to plan, prioritise and deliver tasks on time; ability to participate effectively in a team-based information sharing environment; acceptance of additional responsibilities and capacity to work under pressure; high client service orientation; high initiative to solve problem; excellent analytical skills; excellent communication skills. Excellent communication and advocacy skills and ability to mobilize interest and support with a wide range of audiences. Self motivated and proven ability to be innovative and take initiative. Ability to work in a team and under frequent pressure to meet deadlines. Knowledge Management and Learning Shares knowledge and experience. Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills. Development and Operational Effectiveness Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of Project, managing data, reporting. Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems. Self-Management Focuses on result for the client and responds positively to feedback. Consistently approaches work with energy and a positive, constructive attitude. Remains calm, in control even under pressure. Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:           Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement. Experience:        Minimum of 5 years of relevant experience at the national or international level. Experience in the communications field an advantage and preferable in the UN system. Knowledge of development policy, media relations and information culture in Somalia is an asset Experience in the use of ATLAS and preparing financial reports required. Experience in the usage of computers and office software packages, experience in handling of web-based management systems and advanced Projects for data analysis.  Language Requirements:             Fluency in English. APPLY NOW