UNDP Kenya: Project Assistant
The United Nations Development Programme (UNDP) is the United Nations’ global development network. It advocates for change and connects countries to knowledge, experience and resources to help people build a better life. UNDP operates in 166 countries, working with nations on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and its wide range of partners.
UNDP provides expert advice, training, and grant support to developing countries, with increasing emphasis on assistance to the least developed countries. To accomplish the MDGs and encourage global development, UNDP focuses on poverty reduction, HIV/AIDS, democratic governance, energy and environment, social development, and crisis prevention and recovery. UNDP also encourages the protection of human rights and the empowerment of women in all of its programs.
UNDP Somalia comprises three main clusters, namely, Rule of Law and Security (ROLS), Governance, and Recovery and Sustainable Livelihoods (RSL).
The Somalia Constitution-Making Support Project (SCMSP) falls under the Governance cluster. It focuses on the fundamental pillar of promoting peace and conflict resolution, with an overall objective to ensure that a new constitution for Somalia is prepared in a participatory manner involving all stakeholders, and that its implementation lays a foundation for a legitimate Federal Somali State. In close collaboration with a consortium of international partners, UNDP is providing support on the constitution-making process to various Transitional Federal Institutions (TFIs) and civil society groups.
Under the guidance and direct supervision of the Project manager, the Project Assistant will provide administrative and financial support to the implementation of project activities, while ensuring a high standard of quality and accuracy in their work. The Project Assistant promotes a client, quality and result-oriented approach.
The Project Assistant works in close collaboration with the Operations, Programme and Projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Location : Nairobi, KENYA
Application Deadline : 11-Oct-10
Type of Contract : Service Contract
Post Level : SC-5
Languages Required : English
Starting Date :
(date when the selected candidate is expected to start) 01-Nov-2010
Duration of Initial Contract : Six Months
Expected Duration of Assignment : Six Months (with posibility of extension)
Duties and Responsibilities
Summary of key functions:
Support to administration and implementation of operational strategies
Support to administrative, procurement and logistical services
Financial administrative support
Support to knowledge building and knowledge sharing.
1. Support to administration and implementation of operational strategies
Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of effective internal control framework.
2. Support to administrative, procurement and logistical services
Provide administrative and logistical support for missions, compile briefing notes, make travel arrangements (i.e. tickets, DSA, itinerary, visas, accommodation, etc.) for consultants and other persons visiting the field on SCMSP business, liaise with the security coordination office and arrange security briefings and clearance
Liaise with national counterparts, regarding the preparation of in-country travel of the TFI
Prepare agendas and minutes for meetings, draft reports of meetings,
Draft correspondences covering project issues, compile statistical data; follow up and respond to queries
Organize training events for national counterparts (within Somali and outside) and project staff.
Assist in preparatory work for contracts and procurement (i.e. tendering, bills of quantities and works etc.) according to UNDP regulations, guidelines and procedures, and as may be directed from time to time
Maintain records, draft routine correspondence and activity reports, and respond to queries as instructed by the project manager.
Compile project related statistics and maintain project records (i.e. work-plans, contracts, Letters of Agreements, records of meetings, etc.) in good order
Ensure adequate and retrievable filling system for SCMSP project document including soft and hard copies.
Carry out any other relevant duties requested by the Project Manager.
3. Financial Administrative support
Proper control of the supporting documents for payments and review of financial reports and processing of vouchers.
Processing of transactions, ensuring that they are correctly recorded and posted in Atlas in conformity with the internal expenditures control system.
Timely corrective actions on erroneous data in Atlas.
Compilation of data for internal/external audit.
Assist in the preparation of presentations’ statistical data and outgoing correspondence
Liaise with national counterparts, regarding payment of invoices, stipends, and organize in-country travel of the TFI
4. Support to knowledge building and knowledge sharing
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Participation in the organization of training for the office staff on project related issues.
Synthesis of lessons learned and best practices in project finance.
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the efficiency of the SCMSP Project. Works undertaken will increase the timely delivery of projects, ensure they meet with UNDP Procedures and regulations and strengthen the capacity of the Projects as a whole. The incumbent’s own initiative is decisive in results of work and timely finalization.
Required Skills and Experience
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 would be desirable.
5 years of administrative or programme 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.
Fluency in English, good written and oral skills.
Knowledge of Somali is desirable