UN Agency: UNDP
Job Title: Programme Assistant
Job ID: 7241
Practice Area – Job Family: Women’s Empowerment – Gender Programme
Duty Station:
Nairobi, Kenya
Background: UNDP
Somalia works across Somalia through several Programmes: Governance and Rule of
Law (GROL), Poverty Reduction and Environmental Protection (PREP), Gender and
HIV&AIDS.
Under the guidance and direct
supervision of both the Gender Programme Specialist, the Project Assistant will
provide administrative and financial support to the implementation of all
Gender programme activities, while ensuring a high standard of quality and
accuracy in their work.
The Project Assistant works in close
collaboration with the Operations, Programme and Projects staff in the country
office and other UN agencies staff to exchange information and ensure
consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
·
Support implementation of operational
strategies
·
Support to effective procurement,
budgeting, financial and assets management
·
Effective and efficient programme
management support
·
Effective administrative and
financial control in the programme
·
Knowledge building and knowledge
sharing.
Ensures implementation of operational
strategies, focusing on achievement of the following results:
·
Full compliance of administrative
activities with UN/UNDP rules, regulations, policies and strategies;
·
Ensure strong linkages between the
Gender and other UNDP programmes;
·
Support Project officers and
programme team on UNDP procedures to follow in terms of budgeting, contracting
modalities with implementing partners;
·
Actively participate in the
preparation of work plans and operation plans as well as procurement plans for
programme, monitor progress and advise on timely corrective actions for proper
operational project delivery;
·
Liaise with counterparts in the
preparation of contracts such as letters of agreement (LOA) and Micro-capital
grant agreements (MCGs) including activities, work plans, budget and schedule
of payments and submit draft of agreements to relevant Programme Specialist for
approval; ensure that such agreements are up to date and that activities are
not undertaken beyond contractual period;
·
Provide support in quality control of
programme activities, including assessing impact and effectiveness, tracking
outputs and results, and ensure timely and efficient delivery of programme
through a client-satisfaction approach;
·
Maintain an appropriate filing system
documenting the implementation of approved work-plan activities;
·
Monitoring of achievements of
outcomes and outputs as per LOAs and MCGs and supporting counterparts through
monitoring and training in ensuring timely and proper financial and narrative reporting
in collaboration with the Programme Specialists;
·
Provide support in regular monitoring
and data collection of programme activities and provide regular work-plan and
progress reports to the Programme Specialists;
·
Produce timely implementation and monitoring
reports as required by the programme.
Ensure effective Procurement,
Budgeting and Financial and Assets management, focusing on the achievement of
the following results:
·
Assist in the preparation of project
activities budgets based on approved work plans;
·
Provide logistic and admin support to
the project and staff;
·
Raise requisitions and be the
financial focal point utilizing ATLAS (UN financial management system) for the
project;
·
Provision of inputs to preparation of
procurement plans for the project;
·
Preparation of inventory reports and
keep up to date the office filing system;
·
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;
·
Collect, maintain and update data
relevant to the project areas being supported, maintain work plan information
for the programme;
·
Support coordination of activities
implemented in all regions and promote information sharing between the regions
and different components of the Programme;
·
Support the counterparts and UNDP
programme staff on operational issues, and complying with UNDP rules and
procedures under Letters of Agreement;
·
Coordination of assets management in
the project, timely preparation and submission of periodic projects inventory
reports, coordination of physical verification of inventory items.
Provides support to timely and
quality reporting to Programme Specialists’ activities, focusing on the
achievement of the following results:
·
Ensure that donor and other kinds of
reporting are done in a timely manner and within the UNDP rules and regulations
or according to the criteria set out in partnership documents with donors;
·
Ensure proper reporting to Programme
Specialists on implementation, the achievement of outputs as well as,
contribute to reporting on progress towards outcomes and impact;
·
Prepare presentations to development
partners and Programme Specialists as required;
·
Support production of progress
reports, issues and constraints against work plan and as required.
Ensures effective administrative and
financial control in the office, focusing on achievement of the following
results:
·
Support and guide project staff in
the field, implementing partners and consultants on UNDP administrative and Direct
Implementation Modality (DIM) reporting requirements, clearance procedures for
finance, procurement, recruitment, travel, and related issues;
·
Prepare budget and budget revisions
as required; Update and initiate processing of project and financial entries in
ATLAS;
·
Reconciles the records of payments
with activities and prepare new disbursements to the Programme Specialists;
·
Review of data integrity in the
database, control project; analysis of results and initiation of corrective
actions when necessary;
·
Proper inventory control; supervision
of proper issuance of inventory items and supplies;
·
Review of travel authorizations,
documentation, payments;
·
Assistance in the preparation of
budget, audit and other reports;
·
Provision of researched information,
reports for audit exercises.
Supports knowledge building and
knowledge sharing in the programme team and CO, focusing on achievement of the
following results:
·
Promotes identification and synthesis
of best practices and lessons learned from the Gender programme for
organizational sharing and learning;
·
Supports capacity-building of
national counterparts; and
·
Promotes a knowledge sharing and
learning culture in the programme/CO.
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:
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 programme, managing data, reporting.
·
Ability to provide input to business
processes re-engineering, implementation of new system, including new IT based
systems
·
IT competencies in Word, Excel, Power
Point and internet.
Leadership and Self-Management
·
Focuses on result for the client and
responses positively to feedback
·
Consistently approaches work with
energy and a positive, constructive attitude
·
Remains calms, in control and good
humored even under pressure
Required Skills and Experience
Education:
·
Completion of Secondary Education,
preferably with specialized certification in Accounting and Finance.
·
University Degree in Business or
Public Administration, Economics, Political Sciences, Social Sciences or
related fields would be desirable, but is not a requirement.
Experience:
·
Minimum 6 years of administrative or
programme/project experience is required at the national level.
·
Advanced skill in the usage of
computer software packages (MS Word, Excel, etc), and web based management
systems.
Language Requirements:
·
Fluency in English good written and
oral skills.
How to Apply
CLICK HERE for more information and to apply
online
Vacancy End Date: 29/12/2016 (Midnight New York, USA)