Job Description

The UN Joint Programme on Local Governance and Decentralized Service Delivery in Somalia (UN JPLG) is a five-year joint programme comprising of ILO, UNCDF, UNDP, UN-HABITAT and UNICEF.

The Programme’s overall goal is “creating an enabling environment for improved service delivery and greater stability, through improved legal, policy and system frameworks – building the knowledge of those working in and with local governments.” JPLG commenced in April 2008 and has now entered its third phase (2018-2023). It expanded geographically with average annual work-plans and budgets of USD 25 - 32M / year. JPLG works with the Federal Government of Somalia, the Governments of Puntland, Somaliland, South West, Jubbaland, HirShabelle, Galmudug, local governments, communities and non-state actors.

The Admin and Finance Associate position will be located within the JPLG Programme Management Unit (PMU) which is responsible for the overall coordination and management of the Joint Programme. The PMU is headed by the Senior Joint-Programme Manager to whom the Admin and Finance Associate will report.

Under the overall supervision of the Senior Programme Manager, the Admin and Finance Associate is responsible for ensuring effective Administration and financial management of the programme of the UN JPLG.

The Admin and Finance Associate will also support the Senior Programme Manager, and work very closely with the programme and finance staff of the 5 UN JPLG affiliated agencies to manage the monitoring of programme activities as well as financial reporting to the donors and HQ.

Duties and Responsibilities

Summary of Functions:

  • Implementation of operational strategies (procurement, finance and HR).
  • Effective JPLG Programme Financial management.
  • Effective administrative and secretariat support and knowledge management for the PMU
  • Networking and relationship management
Ensure implementation of operational strategies (procurement, finance and HR).

  • Ensure consistency in the application of UN rules and procedures.
  • Ensure Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies
  • Be the main liaison person between the PMU and the UNDP operations and coordinate all support services from the UNDP on recruitment, procurement and financial management.
  • Effectively manage PMU contracts with consultants (in coordination with the UNDP finance and procurement units)
  • Assist field staff with operational / administrative matters.
  • Undertake logistical arrangements for PMU staff and visiting missions (mainly donors and consultants),
  • Coordinate and compile Asset Management records for the PMU in a timely manner.
  • Facilitate stakeholder meetings (logistics and payments) as required
  • Organize and coordinate trainings, conferences and workshops pertaining to the activities and workplan of the unit
Ensure effective JPLG Programme Financial management:

  • Monitor the execution of donor agreements and guide partner agencies on implementation timeframes and budgets;
  • Regular monitoring of expenses and submission of financial reports to programme management and to donors as per the schedules;
  • Provide Analysis" id="link" class="link">Financial Analysis of the programme budgets and expenses;
  • Monitor programme budget implementation and ensure that expenditures are within the approved budget allotments and in conformity with UN financial rules, regulations and procedures;
  • Provide guidance to the JPLG UN agencies’ project assistants and finance staff on financial and budget related issues, in the preparation of IPSAS compliant reports and build their capacity for effective management of all funds;
  • Review and ensure that effective financial controls are in place and are being implemented;
  • Coordinate closely with MPTF on donor contracts management, reporting and financial management
  • Update and track the programme delivery rate periodically and on request;
  • Provide inputs for JPLG budgets and manage the PMU receivables and expenditures;
  • Harmonise partner agencies financial and other reports with donor reporting requirements.
Ensure effective administrative and secretariat support and knowledge management for the PMU.

  • Provide effective administrative support to the PMU.
  • Ensure there is an adequate and retrievable database / filing system for all JPLG documents including soft and hard copies and managing the JPLG archive.
  • Attend meetings the PMU is involved in and take minutes, records, distribute and file agreements.
  • Advising and guiding staff and consultants on UNDP administrative and reporting requirements and clearance procedures for finance, procurement, recruitment, travel, etc.
  • Collating and maintaining up to date data relevant to the programme, drafting routine correspondence, following up pending issues and responding to queries
  • Contributions to knowledge networks and communities of practice.
Networking and relationship management:

  • Build strong relationships and networks with partners
  • Participate effectively in a team-based information sharing environment
  • Manage complex problems proactively and effectively, including responses to emergencies and novel ideas / plans.
  • Implement effective communication tools.

Competencies

Core Competencies:

  • Innovation : Ability to make new and useful ideas work : Adapts deliverables to meet client needs
  • Leadership : Ability to persuade others to follow : Proactively seeks and recognizes contributions of others
  • People Management : Ability to improve performance and satisfaction ; Appropriately involves team in different stages of work and decision-making
  • Communication : Ability to listen, adapt, persuade and transform ; Expresses information and views with adaptive reasoning and appreciation for complexity and variation
  • Delivery ; Ability to get things done while exercising good judgement : Takes responsibility for addressing critical situations and delivering core value
Technical/Functional Competencies:  

  • Building strategic partnerships : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Maintaining information and databases : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Promoting organizational learning and knowledge sharing : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Knowledge of processes, guidelines and procedures : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Promoting organizational change and development : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Design and implementation of Management Systems :  Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Client orientation : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Promoting accountability and Results-based Management : Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:   

  • Secondary education. Specialized certification in administration and /accounting or finance.
  • University Degree in Business, Public Administration, Accounting, Finance or related field is desirable but is not a requirement.
  • UNDP Accountancy & Finance Test is desirable.
Experience:   

  • 7 years of relevant experience in finance, administration and Programme Support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.),
  • Advanced knowledge of spreadsheet and database packages,
  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
Language Requirements:           

  • Fluency in written and oral English.

Disclaimer

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