Project Assistant (Community Security Project) - (Open to Somali Nationals Only) - Mogadishu

Starting Date :
(date when the selected candidate is expected to start)

The Project Assistant will report to the Area Project Manager/ Team Leader (who is supervised by the Project Manager and the Project Management Specialist (2nd supervisor)). Within agreed constraints in the detailed work plan, the project assistant is fully accountable for the delivery of project activities and the achievement of project outputs in her / his area.

Summary of Key Functions:

Ensures implementation of operational strategies;Ensure effective procurement, Budgeting and Financial and Assets management;Provides support to timely and quality reporting to Project Manager’s activities;Ensures effective administrative and financial control in the project;Supports knowledge building and knowledge sharing in the programme team and CO.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 project and programme;Support Project Managers 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 projects, 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) including activities, work plans, budget and schedule of payments and submit draft of agreements to Project Managers 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 project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery of project through a client-satisfaction approach;Maintain an appropriate filing system documenting the implementation of approved work-plan activities, keeping all hard copies easily accessible and ready for audit, and soft copies well organised and managed;Monitor achievements of outcomes and outputs as per LOA and supporting counterpart through supervision and training in ensuring timely and proper financial and narrative reporting in collaboration with the Team Leader and Project Officers;Provide support in regular monitoring and data collection of project activities and provide weekly work-plan and progress reports to the Project managers; andProduce timely implementation and monitoring reports as required by the project /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 the office filing system up to date;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. Report any discrepancies or accounts of the fraudulent paperwork for the action;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 Program;Support the counterparts and UNDP programme Staff on operational issues, and complying with UNDP rules and procedures under Letter 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 project manager's activities, focusing on the achievement of the following results:

Ensure that donor, financial and country office 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 Project manager on implementation, the achievement of outputs as well as, contribute to reporting on progress towards outcomes and impact;Prepare presentations to development partners and Project managers as required;Support production of bi-weekly progress reports, issues and constraints against work plan and as required to be submitted to the programme team;Liaise with the Program Specialist and Programme Officers to provide regular project updates for the sub-office as required, especially as related to relevant outcomes in UNSAS. 

Ensures effective administrative and financial control in the project, focusing on achievement of the following results:

Support and guides 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;Reconcile records of payments with activities and prepare new disbursements to the Project Manager;Review of data integrity in the database, control project; analysis of results and initiation of corrective actions when necessary;Proper inventory control; supervise proper issuance of inventory items and supplies;Review of travel authorizations, documentation, payments; andAssist in the preparation of budget, audit and other reports;Provide researched information and reports for audit exercises.

Supports knowledge building and knowledge sharing in the programme team and CO, focusing on the achievement of the following results:

Promote identification and synthesis of best practices and lessons learned from the project for organizational sharing and learning,Support capacity-building of national counterparts; andPromote a knowledge sharing and learning culture in the programme/CO.
Demonstrates commitment to UNDP’s mission, vision and values;Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;Highest standards of integrity, discretion and loyalty. Functional Competencies:

Knowledge Management and LearningShares 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.
Completion of Secondary Education, preferably with specialized certification in Accounting and Finance;University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is desirable but not a requirement.Four (4) 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 written and oral English and Somali Languages. 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.

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