UNDP Common Humanitarian Fund Associate Job in Kenya

Location: Nairobi, KENYA

Application Deadline: 10-Jun-11

Type of Contract: FTA Local

Post Level: GS-6

Languages Required: English  

Duration of Initial Contract: One year

Expected Duration of Assignment: One year (with possibility of extension) 

Background

The Common Humanitarian Fund (CHF) for Somalia, which was established in June 2010, is administered by OCHA-Somalia on behalf of the Humanitarian Coordinator. The CHF is a strategic fund that provides funding to high-priority, under-funded projects in the Consolidated Appeal in twice-yearly standard allocations, to support aid agencies in responding to the most urgent humanitarian needs.

The CHF is an important financing tool for aid agencies working in Somalia as it provides quick, predictable and strategic funding, with decisions being made in an inclusive, consultative manner at the country level. The Humanitarian Coordinator for Somalia manages the CHF with support from OCHA and the Multi-Donor Trust Fund Office. Clusters review and recommend proposals submitted to the CHF, and an Advisory Board provides strategic and policy guidance.

For further information on the CHF, see http://ochaonline.un.org/somalia/chf

Under the direct supervision of the Head of the Funding Coordination Unit at OCHA-Somalia/CHF Manager, the CHF Associate will assist with the management of the Common Humanitarian Fund in order to facilitate the most effectives use of humanitarian aid by implementing partners so that they can meet the strategic goals set in the Somalia CAP for 2011and following years, as well as subsequent goals set by the humanitarian aid community in Somalia.

The CHF Associate will be based in the Funding Coordination Unit at OCHA-Somalia and will have frequent interaction with the OCHA Pooled Funding Unit in Geneva, the UNDP Multi-Donor Trust Fund (MDTF) Office in New York, the CHF Advisory Board composed of four UN agencies, four NGO and two donor representatives, cluster leads, implementing partners and representatives of donor countries.

Duties and Responsibilities

Summary of Key Functions: 

• Implementation of operational strategies
• Efficient administrative support
• Support to administrative and financial control
• Contributes to the efficient and effective functioning of the Common Humanitarian Fund
• Contributes to the efficient facilitation of Central Emergency Response Fund grants for Somalia
• Contributes to the efficient discharge of donor relations function of the unit

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with CHF and UN rules, regulations, policies and strategies.

  2. Ensures efficient administrative support , focusing on achievement of the following results:

• Organization of workshops, conferences, retreats
• Research and retrieval of data from internal and external sources; preparation of charts, tables and reports.

 

3.   Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor.
• Maintenance of data integrity in the CHF online project database; analysis of results and initiation of corrective actions when necessary.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.

4. Contributes to the efficient and effective functioning of the Common Humanitarian Fund for Somalia (CHF) so that people in need get the assistance they require, on time.

• Under the supervision of the Head of the Funding Coordination Unit/CHF Manager, assist with the fund’s administration, in particular by: screening proposals, especially their budgets, financial interim and final reports and audit reports; following up on recommendations with the Advisory Board; preparing documentation; liaising with OCHA-Geneva and MDTF on administrative issues (contracts, disbursements, audits, project revisions), funding and donor reports; keeping a reporting schedule of funded projects and ensuring that agencies report in accordance with the project agreements.
• Update and maintain data on NGOs, UN agencies, funded projects, project status, reports, etc. in the CHF online database, monitor the status or projects and reports and alert the relevant CHF Officer about any delays or other issues.
• Review project proposal budgets, interim and final financial reports, and audit reports to ensure compliance with CHF guidelines, and request revisions or provide comments if necessary.
• Schedule and follow up on audits of CHF projects after their completion.
• Communicate concerns about proposals, project documents, reports or implementing partners to the relevant CHF officer.
• Provide agreement templates and guide partners on filing in and timely signing of projects.
• Support the CHF Manager and CHF officers in fostering good working relations with the national and international NGO community in Somalia and UN agencies.
• Support the CHF Manager and CHF officers in liaison activities with NGOs to enhance information gathering, exchange, and analysis; and support the information unit by providing information on NGO activities.
• Prepare non-substantive correspondence and/or notes for file regarding the CHF and prepare minutes of meeting with partners as required.

5. Contributes to the efficient facilitation of Central Emergency Response Fund grants for Somalia

• Prepare non-substantive correspondence and/or notes for file regarding the CERF and prepare minutes of meeting with partners as required.
• Support the unit in preparation of CERF submissions and reports as required.
• Support the Officers and the Unit Manager in follow up with UN agencies whose projects are part of the Somalia country submission

6. Contributes to the efficient discharge of donor relations function of the unit

• the CHF Associate supports the Manager in organizing and following up on regular and informal donor meetings
• preparation of briefing packs and booking of venue
• maintain and update the donor list

Impact of Results

The results contribute towards efficient administration and processing of CHF proposals, projects, reports, audits and requests in a quick, fair, rigorous and efficient manner. Thus ultimately, contribute towards aid delivery on the ground in Somalia and towards response to humanitarian needs in the country. The results help meet OCHA’s objectives with respect to overall policy initiatives and coordination of humanitarian and emergency assistance.

Competencies

Functional Competencies:          

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
•  

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

Education:          

• Completion of secondary education. University Degree in Business or Public Administration, or Certification in administration desirable but not a requirement

Experience:       

• 6 years of progressively responsible administrative or programme experience is required at the national or international level.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Strong communication skills and ability to draft non-substantive correspondences is a requirement; knowledge of OCHA Somalia’s role and priorities; operational agencies and response coordination efforts will be desirable but not a requirement. 

Language Requirements:            

• Fluency in oral and written English

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