UN JOINT PROGRAMME ON LOCAL GOVERNANCE AND DECENTRALISED SERVICE DELIVERY

UNITED NATIONS SOMALIA

UN JOINT PROGRAMME ON LOCAL GOVERNANCE AND DECENTRALISED SERVICE DELIVERY


EXTERNAL VACANCY ANNOUNCEMENT



I. Position Information


Post Title: Administration and Finance Assistant, JPLG - PCU
Type of contract: Service Contract
Level: SC 4 (Equivalent to GS6 level)
Duty Station: Nairobi (with possible relocation to Somalia when situation permits).
Supervisor: Senior Programme Manager, JPLG
Date of Issue: 13 February 2009
Closing date: 27 February 2009


II. Organizational Context


The UN JPLG for Somalia is a 5 year 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, and the private sector. The Programme is aligned to the programming frameworks of the Somalia Reconstruction and Development Programme (RDP) 2008-12 and the UN Transition Plan (UNTP) 2008-9. The outcome of the RDP is to achieve decentralised service delivery in all of South-Central Somalia, Puntland and Somaliland. The outcome of the UNTP is that local governance contributes to peace and equitable priority service delivery in selected locations.

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:
(i) policy and legal frameworks for decentralisation, local government, service provision and land management,
(ii) institutionalising local government systems, vertical and horizontal inter-government linkages and civic education initiatives,
(iii) investment in public services and goods through testing a Local Development Fund model, direct service provision and promotion of public-private partnerships, and
(iv) 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 will establish a Project Coordination Unit (PCU) with a Senior Joint Programme Manager and staff to cover the administrative, communication, and monitoring/evaluation tasks. The JPLG is now looking to recruit an Administration and Finance Assistant to support the functions of the PCU.

Under the overall guidance and direct supervision of the Senior Programme Manager JPLG the Administration and Finance Assistant provides administrative and financial services ensuring high quality, accuracy and consistency of work for the PCU. The Administration and Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.


III. Functions / Key Results Expected


Summary of Key Functions:
· Implementation of operational strategies for the PCU while working closely with UNDP Human Resources, Client Services and Finance.
· Accounting and administrative support for the PCU in cooperation with the Finance Unit and UNDP as AA for the JPLG.
· Prepares and conducts 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.

1. Ensures implementation of operational strategies for the PCU while focusing on achievement of the following results:
· Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
· Being the main liaison person between the PCU and the UNDP Operations Section; coordinates all support services from the UNDP, mainly recruitment, procurement and financial management.
· Manage the administration of the PCU.
· Ensures that set administrative rules and regulations are followed as per HQ directions.
· Assists staff in the field with administrative matters.
· Undertake necessary action related to the administration of the PCU’s human resource activities, e.g., recruitment, performance appraisal, job classification reviews etc.
· 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.

2. Ensures accounting and administrative support for the PCU focusing on achievement of the following results:
· Manage and administer the PCU budget by raising payments in Atlas and reviewing the monthly expenditure reports.
· Identify areas for improvement in the management and use of the budget.
· Proper control of the supporting documents for payments and financial reports; preparation of vouchers and obtaining vendor information.
· 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.
· Ensure consistency in the application of UN rules and procedures.
3. 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.
· 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.
· Maintenance of the proper filing system for finance records and documents.
· Assist in the development of the PCU annual work plan and budget.
· 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 EU systems.
· Undertake analysis of expenditure reports and alert the SJPM to factors such as slow or rapid disbursements against the workplans.
· Liaise 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.

4 Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
· Participation in the trainings for the operations/ projects staff on finance.
· Contributions to knowledge networks and communities of practice.

Carrying out any other relevant duties requested by the Senior Project Manager.



IV. Impact of Results


The key results have an impact on the execution of the CO financial services management and the JPLG PCU 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.



V. Competencies

Corporate Competencies:

· Demonstrates integrity by modelling the UN’s values and ethical standards.
· Demonstrates commitment to UNDP’s mission, vision and values.
· Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
· Treats all people fairly without favouritism.

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.
· Seeks and applies knowledge, information, and best practices from within and outside of UNDP.


Development and Operational Effectiveness

· Builds strong relationships with partners, focuses on impact and result for the client and responds positively to feedback.
· Ability to participate effectively in a team-based information sharing environment; acceptance of additional responsibilities and capacity to work under pressure
· Ability to manage complex problems proactively and effectively, including responses to field based emergencies.
· Proven networking, team-building, organizational and communication skills.
· IT competencies in Word, Excel, Power Point and the internet.


Self-Management
· 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.
· Ability to plan, prioritise and deliver tasks on time;




VI. Recruitment Qualifications

Education:
Diploma in a relevant field such as accounting, finance, business or public administration. A University degree in the same fields is desirable but is not a requirement.

Experience:
At least 5 years of progressively responsible finance and administrative experience at the national or international level is required. 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. Experience in Atlas is desirable.

Language Requirements:
Fluency in English; good written and oral skills.

VII. Application submission

Please send your curriculum vitae marked “Administration and Finance Assistant, JPLG – PCU” by 27th February 2009 to: The Deputy Country Director (Operations), United Nations Development Programme - Somalia, P.O. Box 28832, 00200 Nairobi, Kenya, fax: 254-2 4183641, e-mail: registry.so@undp.org.

Women are strongly encouraged to apply.
Applicants are required to fill the P11 Form and submit it together with the application.
Find the P11 Form for Service Contract Holders on this link:
http://www.so.undp.org/index.php/Download-document/43-P11-form-for-service-contract-and-SSAs.html


UNDP will only be able to respond to those applications in which there is further interest.

This vacancy announcement is also available on http://jobs.undp.org/ and on the Relief Web site (http://www.reliefweb.int/