United Nations Development Programme (UNDP) Current Jobs Nairobi, Kenya: Recruitment for Common Humanitarian Fund Associate

POST TITLE:   Common Humanitarian Fund Associate, UNOCHA (LOCAL POSITION)

JOB LOCATION: Nairobi, KENYA 

APPLICATION DEADLINE: 31-Jan-12 

TYPE OF CONTRACT: FTA Local 

POST LEVEL: GS-7 

LANGUAGES REQUIRED:  English   

DURATION OF INITIAL CONTRACT: One year Expected 

DURATION OF ASSIGNMENT: One year (with possibility of extension)  

THE 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, visit: 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 effective use of humanitarian aid by implementing partners so that they can meet the strategic goals set in the Somalia CAP for 2011 and 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.

JOB DUTIES & RESPONSIBILITIES:

Summary of Key Functions:

• Implementation of operational strategies;
• Efficient administrative support;
• Support to administrative and financial control.

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;
• Provision of direction to partners on CHF guidelines and on provisions on CHF agreements.

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

• Organization of workshops, conferences and retreats;
• Research and retrieval of data from internal and external sources; preparation of charts, tables and reports;
• Updating information on the CHF database;
• Tracking of submission of interim and final reports;
• Reviewing of audit reports for correctness.

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 and financial reconciliation;
• Coordination and management of Administrative staff (3) workloads to meet funding deadlines;
• 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;
• Financial reconciliation of data with OCHA-Geneva.

Provides support in creation of strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:

• Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts;
• Track and reporting on mobilized resources.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organising on-the job training for administrative staff and induction for new staff;
• Organising and when required train OCHA field staff and partners on CHF administrative processes and project financial management.

Impact of Results:

The key results have an impact on the overall CHF proposals, projects, reports, audits and requests. Accurate analysis and presentation of financial information enhances UNOCHA’s credibility and ensures timely delivery of outputs in accordance with overall objectives, policy initiatives and coordination of humanitarian and emergency assistance.

REQUIRED COMPETENCIES:

Functional Competencies:          

Building Strategic Partnerships

Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing:

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:

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

Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

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:

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

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.

EDUCATIONAL QUALIFICATIONS, SKILLS & EXPERIENCE:          

• Secondary Education, with specialized certification in Accounting and Finance, Administration or related field,
• University Degree in Finance, Business or Public Administration desirable, but it is not a requirement,
• Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage,
• 7 years of progressively responsible work experience in administration and/or budget; 
• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint 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 an asset.

REQUIRED LANGUAGES:            

• Fluency in oral and written English,
• Knowledge of a second Official UN language is desirable.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.