UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.
UNDP Somalia is a growing organization which focuses on three practice areas: rule of law and security, governance and poverty reduction/sustainable livelihoods.
Under the guidance and direct supervision of the Country Director (CD), the Special Assistant to CD ensures effective and efficient functioning of the CD’s Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, follow up on deadlines and commitments made.
The Special Assistant to CD works in close collaboration with UNDP staff, UN Agencies, national authorities, Development Group Office (DGO) and UNDP HQs staff to ensure efficient flow of information, actions on instructions, agendas, prepare draft letters on behalf of the CD. The Special Assistant will provide Programme and Operations Support to the Country Director, acting as a key interface with all Units in the CO and other UN agencies
Duties and Responsibilities
Functions / Key Results Expected
Under the guidance and direct supervision of the Country Director, the Special Assistant ensures effective and efficient functioning of the Country Director’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Special Assistant works in close collaboration with Front Office, Programme, Business Development & Operation teams, UN Agencies and national authorities to ensure efficient flow of information, actions and instructions.
Summary of Key Functions:
Effective and efficient functioning of the Country Director’s office;
Effective communication and administrative support to the office;
Facilitation of regular dialogue with senior managers in donor community, UN agencies and the UN Political Offices for Somalia (UNPOS);
Facilitation of knowledge building and management through analysis of evolving UN agency priorities and review of Somalia political statements, media and civil society forums on topics of priority for the Country Director.
1. Ensures effective administrative and logistical support to the Country Director, focusing on achievement of the following results:
Maintains mission plans of the Country Director, and coordinates travel arrangements;
Oversees the daily calendar of the Country Director and liaises with the relevant sections;
Provide substantive review and analysis of key documentation for the Country Director, and provide advice and relevant background information, if needed;
Arrange and participate in meetings, conferences, and other activities, with the Country Director when required;
Maintain the Country Director’s calendar of activities; arrange appointments; receive visitors; place and screen telephone calls; and answer questions with discretion;
Organize, convene and backstop the weekly Senior Management Meetings of UNDP Somalia
Support the management interaction between the CD and the Sub-Offices of UNDP in the field
2. Ensure programmatic support to the Country Director, focusing on the achievement of the following results:
Organize, manage and prepare proposed results for meetings with government UN agencies and donors;
Maintain a regular liaison with the DSRSG in UNPOS and agency heads, especially in relation to two Joint Programmes of the UN in Somalia
Bring to the attention of the Country Director all matters that require the Country Director’s attention and ensure that appropriate follow-up is directed;
Actively engage with Programme Staff to acquire information on substantive project development and implementation, as and when required;
Organize and coordinate thematic group meetings in support of UNDP programme, as and when required;
Organize regular meetings of all programme staff, project managers and programme management team, including the preparation of agenda, documentation and minutes, carry out follow-up on matters arising from the meetings;
Synthesis of proposals on the areas for support and interventions within the practice area specialization assigned.
Support finalization of contribution agreement; determination of required revisions; coordination of the mandatory and budget re-phasing exercises, closure of projects through review.
Financial and substantive monitoring and evaluation of the projects, identification of operational and financial problems, development of solutions. Participation in audit exercises.
Preparation of inputs for reporting, including donor reporting.
Perform any other duties or special assignments, as required by the Country director and/or the DCD(Programs)
3. Ensure effective communications, focusing on the achievement of the following results:
Review, route and follow up on incoming and outgoing correspondence as appropriate
Draft responses to correspondence as requested by the Country Director;
Facilitate inter-office communications between the Country Director and staff;
Provide liaison specific inputs for issues that should be brought to the attention of the Country Director;
Provide background material and any other executive level support for reports, speeches, and presentation by the Country Director, in information flow within the office;
Reply to or otherwise handle those communication that do not require the Country Director’s personal attention;
Review and after discussions with CD and Communications Team, follow up on response to media reports involving UNDP.
Identification of sources of information related to policy-driven issues. Identification and synthesis of best practices and lessons learned directly linked to programme country policy goals.
4. Ensure effective implementation of follow-up actions, and ensures facilitation of knowledge management focusing on achievement of the following results:
Provide information necessary for making strategic decisions, requests, expenditure and recommendations by the Country Director, according to agreed guidelines and policies
Draft correspondence, note-to the-file, or provide feedback to relevant staff for timely follow-up actions;
Ensure that the Country Director’s correspondence and instruction receive prompt attention and replies and subsequently appropriate actions;
Support regular reviews by CD of audit recommendations, monitoring and evaluation reports and key elements of BTOR of senior staff.
Analyses and researches on information on donors, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for initiation of new projects.
Impact of Results
The key results have an impact on the efficiency of the Country Director’s office. Accurate analysis and presentation of information strengthens the capacity of the Country Director’s office and promotes the image of UN//UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies
Corporate Competencies:
Demonstrate integrity by modeling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality age sensitivity and adaptability.
Demonstrate commitment to UNDP’s mission, vision, and values;
Functional Competencies:
Knowledge Management and Learning
Share knowledge and experience;
Actively work towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of CD office, including data/schedule management, maintenance of protocol, information flow;
Confidentiality
Leadership and Self-Management
Focuses on results for the client and responds positively;
Consistently approach work with energy and a positive constructive attitude;
Remaining calm, in control and good humored under pressure;
Demonstrate openness to change and ability to manage complexities.
Managerial competencies:
Proven ability to lead and motivate staff in challenging environments;
Ability to develop and manage professional relationships;
Promotes partnership and is proactive in pursuing new partners
Builds strong relationships with clients and external actors
Behavioral competencies:
Ability to work effectively with government and donor counterparts;
Excellent networking skills;
Excellent written and verbal communication skills;
Treats all people fairly and without favoritism.
Promotes teamwork
Required Skills and Experience
Education:
Masters Degree in development studies or social sciences and development issues is desirable.
A first level university degree with a combination of relevant academic qualifications and 4 years relevant experience may be accepted in lieu of the advanced university degree.
Experience:
Minimum of two years post masters relevant experience or 4 years professional experience with a first level university degree in a similar position, supporting implementation and management of projects and country office operations.
Conversant with UN system operations.
Experience in the use of computers and office software packages and handling of web based management systems.
Language Requirements:
Fluency in English, both spoken and written is essential; working knowledge of at least one other UN language, Arabic or Somali 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.
