Country: Somalia
Closing date: 29 Dec 2016
I. Position Information
Job Code Title: Operations Specialist (Rule of Law Project)
Type of contract : FTA International
Post level: P4
Duty Station: Mogadishu, Somalia
Duration of assignment: One Year (with possibility of extension)
Supervisor: Project Manager, Rule of Law
II. Organizational Context
Under the auspices of The Somali Compact 2014 – 2016 that was agreed in September 2013 and the United Nations Somalia Integrated Strategic Framework 2014 – 2016 signed with the Federal Government on 29 October 2014, the Somalia Joint Rule of Law Programme (‘the Programme’) has been developed. The Programme is designed to support the Federal Government of Somalia (FGS) in achieving the Somali Compact Peace-building and State-building Goals (PSGs) 2 Security (Policing component) and 3 Justice, which identifies the strategic objectives of establishing unified, capable, accountable and rights-based Somali federal security institutions providing basic safety and security for all; and establishing independent and accountable justice institutions capable of addressing the justice needs of the people of Somalia by delivering justice for all.
The Programme is founded on the Somalia Rule of Law Programme Priorities which were developed by the PSG 2 and 3 Working Groups and endorsed by the Somali Development and Reconstruction Facility (SDRF) Steering Committee on 31 August 2014 as a thematic priority for part of the initial funding pipeline for the UN Multi-Partner Trust Fund (UN MPTF). The programme adopts the thematic approach of rule of law for support to police, justice and corrections and builds on previous support provided to rule of law, and in particular the progress already under the Somali Compact as reported by PSG 2 and 3 Working Groups and discussed in Copenhagen in November 2014.
The Programme represents a joint approach by the United Nations Mission in Somalia (UNSOM) and the UN Country Team to strengthen collaboration, focus and coherence to support the implementation of the Somalia Rule of Law Programme Priorities. The Programme builds on the positive gains, experience, expertise and added value of relevant UN partners under the Global Focal Point Arrangement to advance rule of law and constitutes a key landmark to maximize impact of UN interventions, minimize overlapping activities and maximize UN MPTF resources and know-how of the UN to “deliver as one” to enhance justice and security for all Somalis. The Programme framework ensures that collective UN action to enhance rule of law retains capacity building, gender equality and human rights principles as cross-cutting issues of this approach as outlined in the Somali Compact.
The Programme will rely on coordination with and between different national counterparts, while supporting the Compact principle that development efforts are “Somali-owned, Somali-led”. It will also maintain interactive partnerships with UN MPTF donors and other partner to make better use of the limited available resources.
UNDP Somalia has a long history in Somalia of providing support to the rule of law sector, which includes through its Access to Justice and Civilian Policing Projects. In full support of the delivery by UNDP to be aligned to the Compact and to be based on the Compact consultation mechanisms and partnership principles and as part of the commitment to the UN Global Focal Point Arrangement; the UNDP Access to Justice and Civilian Policing Projects will be closed, and UNDP future support to PSG 2 and 3 will be through a Rule of Law Project under the umbrella of the Somalia Joint Rule of Law Programme.
Under the direct supervision of the Project Manager and close coordination with the Project staff and team leaders, the incumbent will provide quick impact operational support to the project team in Mogadishu, Garowe and Hargeisa and provide overall capacity development and trainings to operations and non-operations staff of the project. S/he will be the overall in-charge of the day to day running of the Operations of the Project and advice the Project Manager and Programme Manager on all aspects of Operations.
III. Functions / Key Results Expected
Summary of Key Functions:
1.Ensures effective and efficient management of project operations
- Provision of advice on operational policies pertaining to project implementation
- Provision of financial resources management
- Facilitation of knowledge building and management by undertaking capacity building of the operations team
1.Ensures effective and efficient management of project operations focusing on achievement of the following results:
q Financial activities, financial recording/reporting system;
q Implementation of effective internal controls such as maintenance of the internal expenditures control system;
q Proper planning and expenditure tracking of financial resources;
q Project budget projections
q Monitoring of financial delivery against work plans and preparation of relevant periodic reports;
q Proper planning, expenditure tracking and reporting of project financial resources, in line with donor contribution agreements, project work plan and budget;
q Organization and oversight of cash management processes, including liquidity management - timely accounting and reconciliation of all transactions, including security for cash assets disbursed to field based personnel;
q Regular monitoring of financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions;
q Perform the functions in Atlas for approvals;
q Oversee financial reporting system for project, ensuring that reports are provided in a timely manner;
q Procurement strategies, including sourcing strategy, supplier selection and evaluation and quality management;
q Preparation of annual procurement plan and coordination of the procurement process with Procurement Unit of UNDP Somalia;
q Preparation of HR plan and work closely with HR Unit of Somalia office;
- Provision of advice on operational policies pertaining to projects implementation focusing on achievement of the following results:
q Full compliance of operations with UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
q Establishment of collaboration arrangements with potential partners, a client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.
q Establishment of Project internal Standard Operating Procedures (SOPs) in Finance,, Procurement, Logistical services, which should be fully in compliance with CO SOPs.
q Constant monitoring and analysis of the operating environment, supporting project management to make timely readjustment of the operations, advice on legal considerations and risk assessment.
q Knowledge building and sharing with regards to management and operations in the project organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
q Ensure development of and adherence to the procurement plan.
q In close collaboration with the Finance/Procurement Staff, ensure efficient procurement and logistical services.
q Ensure timely mobilization of goods and services to initiate activities.
q Ensure sound management of programme assets
q
- Provision of financial resources management focusing on achievement of the following results:
q Issue payment requests and fund transfers, following the Project Manager’s approval.
q Prepare all financial reports for approval of the Project Manager.
q Develop terms of reference for audit missions and manage audit support processes.
q Undertake financial spot checks of the partners with whom UNDP has letters of agreements.
q Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations;
q Organization and oversight of project cash management processes, including liquidity management, risk assessment, timely accounting and reconciliation of all transactions, security for cash assets on site;
q Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
q Proper management of the donor contributions and resource management.
q Harmonizing financial systems of previous projects on Access to Justice and Civilian Policing with the New Rule of Law project.
q Accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.
q For the Risk mitigation plans the capacity development needs to focus on training staff on development of RMP, CTMs, engagement plans as well as action plans for this.
q Monitoring of financial reports for unusual activities, transactions and spot checks for anomalies by IP. Provision of information to supervisors and in coordination provides the information expeditiously to the UNDP offices and units with results of the spot check reports when satisfactory answers are not obtained.
q Transaction and stop payment approval submission on banking system when anomalies are found with the IP.
q All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
q Perform any other tasks requested by the Project Manager.
- Facilitation of knowledge building and management by undertaking capacity building of the operations teamand partners focusing on achievement of the following results:
q Prepare quarterly quick impact trainings of project staff on operational matters including training on ATLAS and financial systems as appropriate based on a quick needs assessment of staff.
q On a quarterly basis prepare quick impact trainings for project partners to improve financial reporting, procurement processes, HR policies and assets management.
IV. Impact of Results
The effective performance of job responsibilities of the Rule of Law Operations Advisor will help to improve the overall economy, efficiency, and effectiveness of RoL operations as they relate to the use of corporate resources in the area of financial services, Human Resources, procurement, and logistical services. The Operations Advisor will overall assist the Project Manager to ensure corporate compliances in financial management and procurement.
Performance Indicators
- Programme/ advice of high quality;
- Policy and technical advice of high quality and relevance and based on established UNDP regulations and procedures;
- High level and effective inputs into project progress reports and work plans, and review and monitoring systems;
- Effective communication to achieve results and to develop effective and active networking and partnerships to ensure coordination amongst those working with justice and rule of law institutions ;
V. Competencies and Critical Success Factors
Functional Competencies:
Building Partnerships
ively networks with partners seizing opportunities to build alliances
Identifies needs and interventions for capacity building of counterparts, clients and potential partners
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Promoting Organizational Learning and Knowledge Sharing
Developing tools and mechanisms
- Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.
Job Knowledge/Technical Expertise
In-depth knowledge of own discipline
Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration).
Continues to seek new and improved methods and systems for accomplishing the work of the project
Demonstrates comprehensive knowledge of information technology and applies it in work assignments
Continually looking for ways to enhance financial performance in the office
Promoting Organizational Change and Development
Assisting the individuals to cope with change
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design And Implementation of Management Systems
Makes recommendations regarding operation of systems within organizational units
Identifies and recommends remedial measures to address problems in systems design or implementation
Client Orientation
Contributing to positive outcomes for the client
Anticipates client needs
Demonstrates understanding of client’s perspective
Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
Input to the development of standards and policies
Provides inputs to the development of organizational standards for accountability
Core Competencies:
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Contribute in creating an emotionally intelligent project
Setting standards
Sharing knowledge across the project and organization where ever opportunities are available to build a culture of knowledge sharing and learning**.**
Fair and transparent decision making; calculated risk-taking
VI. Recruitment Qualifications
Education:
Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- At least seven years of relevant professional and progressive experience in operational and/or financial management or project implementation;
- Experience in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments at the national or international level.
- Proven work experience in undertaking procurement and financial related work with international organizations;
- Experience of accrual accounting, IPSAS or IFRS is desirable
· Relevant experience in conflict or post-conflict environments is desirable but not a requirement;
- Experience in the usage of computers and office software packages, experience in handling of web based management and ERP systems.
Language Requirements:
Fluency in written and spoken English mandatory.
How to apply:
Interested and qualified candidates should submit their application by visiting: http://jobs.undp.org/ or
https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=7217&hrs_jo_pst_seq=1&hrs_site_id=2