Project Admin & Finance Analyst United Nations Development Programme Experience: 2 years of relevant work experience Mogadishu, Somalia Apply By: 12-10-2024

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Job Description

The SRSP counterparts include the Federal Ministry of Interior, Federal Affair & Reconciliation (MOIFAR) as the co-signatory from the Federal Government of Somalia, and the following would be the core implementing partners: Office of the Prime Minister (OPM); Federal Ministry of Interior, Federal Affair & Reconciliation (MOIFAR); National Identity and Registration Authority (NIRA) Ministry of Interior Federal Affairs & Reconciliation, Galmudug; Jubbaland Ministry of Interior, Federalism and Reconciliation(MOIFR); Office of the President/Ministry of Interior, Southwest (OoP, MoI, Southwest State); Office of the President, Ministry of Interior/Reconciliation Hirshabelle (OoP, MoI/R Hirshabelle); Puntland Ministry of Federal Affairs and Democratization (MOIFAD); and civil society organizations including NGOs and INGOs.

Under the direct supervision of the Operations Specialist, the Project Administrative and Finance Analyst will manage the financial and administrative aspects of project activities. The analyst processes payment requests made by the various Federal and member state RPs and oversees the efficient implementation of the project’s financial and administrative functions. Working closely with the Project Manager, the Admin and Finance Analyst will collaborate with IP Portfolio Operations, POQA unit, the CO operational team, and project focal points in federal member states to ensure effective coordination and communication.

Duties and Responsibilities

Summary of key functions:

Provides support for the administration and implementation of project activities.
Provide general financial support to the project.
Provides assistance to enable timely information gathering and research.
Support efficient and effective administrative operations.
Support partners’ coordination in finance and administration.

Detailed functions and duties:

Provide support for the administration, logistics and implementation of project activities focusing on achievement of the following results:

Undertake administrative, logistical, travel, procurement, financial, and asset management tasks in full compliance with UNDP rules, regulations, and policies;
Provide support to procure goods and services required by the project in liaison with the relevant staff and units of the UNDP Country Office.
Provide administrative support in arranging project-related workshops and meetings for the Project Board, Technical Advisory Committee, and others when needed.
Participate in the preparation of work plans, operation plans, and procurement plans and periodical reviews thereof.
Maintain an appropriate filing system documenting the implementation of approved work-plan activities.
Provide support in regular monitoring and data collection of project finances in accordance with work-plan and procurement plan;
Provide general secretarial and administrative assistance to the project in close liaison with other project and UNDP teams.

Provide general financial support to the project, focusing on the achievement of the following results:

Guide and support project team in drafting quarterly and yearly project progress reports concerning financial issues;
Guide and supportproject management in performing budget cycle: planning, preparation, revisions, and budget execution;
Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
Perform preparatory work for mandatory and general budget revisions, annual physical inventory, and auditing; and assist external evaluators in fulfilling their mission;
Prepare all outputs in accordance with the UNDP administrative and financial office guidance;
Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs;
Perform all other financial-related duties upon request.

Provide contribution to enable timely information gathering and research focusing on the achievement of the following results:

Contribute to the in undertaking information gathering and basic research for use in briefings and background papers;
Guide in updating matrices to map activities of RPs and assistance providers for improved coordination;
Compile, organize, and file information and documents for reference and use by team members.

Provide efficient and effective administrative operations:

Support and provide the appropriate training for financial and administrative to RPs staff, as well as to programme staff as required, to ensure compliance with UNDP financial procedures;
Process and review official Project Local Travel Requests, including timely follow-up action on medical/security clearance, claims, and signatures as appropriate and ensuring preparation of the necessary documents in Quantum and UNAll;
Monitor all travel-related payments for the Project,
Provide administrative and logistical support for donor meetings, country/region-specific meetings, workshops, trainings, conferences, retreats and any other special events organized by the Project.

Facilitate partners coordination in finance and administration:

Work with project partners to ensure timely liquidations.
Respond to Partners request for administrative support as appropriate
Performs any other tasks assigned by the Project Manager and Senior management.

Facilitate knowledge and capacity building, knowledge sharing and advocacy

Organize training, workshops, and capacity building activities in a consultative manner, involvingtechnical experts and stakeholders that may include the government, private sector, NGOs,donors, and/or academia.
Identify, synthesize and document best practices and lessons learned that are generated from theproject and implementing partners

Required Skills and Experience

Education:

Advanced university degree (Masters Degree) in Finance, Accounting, Business or Public Administration, or related is required. OR
A first-level university degree (bachelor’s degree) in combinationwith an additional two years of qualifying experience will be givendue consideration in lieu of the advanced university degree

Experience:

Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in administrative operation, logistical, travel, procurement, financial, and asset management tasks.

Required Skills:

Proven track record of successfully assuming responsibilities of similar size and complexity
Full proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages.
Experience in working with government counterparts and programme beneficiaries (e.g., Government, development partners, CSOs and private sector representatives).

Desired Skills:

Experience in asset management is desired.
Experience working with the UN, UNDP, or other international organizations is an asset.
Experience in administrative, operations, and logistics support

Required Language(s)