PA/Admin Assistant to DSRSG/RC/HC

OVERVIEW OF CTG GLOBAL

CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.

OVERVIEW OF THE POSITION

• This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM).

• The Administrative Assistant, will be based in Mogadishu, serve in the Office of the Deputy Special Representative of the Secretary-General for Somalia, Resident and Humanitarian Coordinator (DSRSG/RC/HC), and report to DSRSG/RC/HC.

GENERAL FUNCTIONS

Role objective:

• Provides substantive and administrative support in managing priorities, information and work flow within Office of the DSRSG/RC/HC, through the appropriate processing of all incoming/outgoing correspondence, e-mail communications and telephone calls; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.

• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.

• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission as well as external partners, including Government officials and members of the diplomatic corps.

• Perform other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating seminars, conferences and translations)

• Oversee and facilitate the preparation for all the DSRSG/RC/HC’s official functions in close coordination with the Special Assistant to the DSRSG/RC/HC and other service providing units, receive senior delegations, UN, NGOs and diplomatic officials and ensure that all protocol arrangements are in place,

• In coordination with the Special Assistant to the DSRSG/RC/HC, manage the DSRSG/RC/HC’s calendar and daily programme, prepared materials and folders for official business trips/meetings and assisted in coordination of collection of requested information,

• Monitor the DSRSG/RC/HC’s attendance records, sick leave, annual leave and Rest and Recuperation (R&R); assist with the entitlements claims for the DSRSG/RC/HC

• Fulfilled daily duties of the Special Assistant to the DSRSG/RC/HC in his absence/or as required.

Expected output:

Human Resources Management:

• Coordinate actions with respect to the Office of the DSRSG/RC/HC’s human resource activities (e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, and so on) ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required.

• Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.

• Coordinate the preparation of language tests, convening of rebuttal panels, organization of a range of promotion and review panels, plus the processing of the various yearly staff personal evaluation reports and forms.

• Review and process personnel actions through the mission Integrated Management Information System (IMIS).

• Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission.

• Provide advice and answer queries on classification procedures and processes.

Budget and Finance:

• Provide expert assistance and coordination in the preparation and development of the Office of the DSRSG/RC/HC’s work programme and budget.

• Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary.

• Collect data from relevant databases and prepare customized financial reports.

• Provide assistance in the review and preparation of the medium-term plan and its revisions.

• Review, analyse and assist in the finalisation of the cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensure compliance with the medium-term plan and other legislative mandates.

• Assist managers in the elaboration of resource requirements for budget submissions.

• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.

• Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the system are updated on a regular basis.

• Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

• Assist in the preparation of the year end budget performance report submissions.

• Assist in finalisation of budget performance reports, analysing variances between approved budgets and the actual expenditures.

Project reporting:

• Shows pride in work and in achievements.

• Demonstrates professional competence and mastery of subject matter.

• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

• Is motivated by professional rather than personal concerns.

• Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations

• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Team management:

Planning and Organising:

• Develops clear goals that are consistent with agreed strategies
• Identifies priority activities and assignments; adjusts priorities as required
• Allocates appropriate amounts of time and resources for completing work
• Foresees risks and allows for contingencies when planning
• Monitors and adjusts plans and actions as necessary; uses time efficiently

ESSENTIAL EXPERIENCE

Education:

§ Master's degree in International relations and/or Bachelor's degree in a related field.

Work experience:

§ Minimum of 3 years of demonstrable relevant Political Reform experience.

Geographical experience:

§ Minimum of 1 years of experience in Africa with local experience in Mogadishu is an advantage.

Languages:

§ Fluency in English is essential.

Key competencies:

• At least 4 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, including previous experience supporting the front office of senior office in the UN system field operations (inclusive of peacekeeping, political missions and UN agencies, funds and programmes) is required.

• Previous experience operating web-based UN administrative systems such as UMOJA and FSS is required.

• A minimum of three (3) years’ experience in United Nations Field Missions is desirable.

• Advanced University Degree (Master’s Degree or equivalent) in the field of international relations, political science, public policy, conflict or security studies or related field; or

• Bachelor degree or equivalent Technical or vocational certificate, in administrative services, finance, human resources, business administration or personnel management is a requirement combined with 4 years of relevant experience may be accepted in lieu of the advanced university degree.

Other relevant information:

• Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view
• Establishes and maintains productive partnerships with clients by gaining their trust and respect
• Identifies clients' needs and matches them to appropriate solutions
• Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems
• Keeps clients informed of progress or setbacks in projects
• Meets timeline for delivery of products or services to client

HOW TO APPLY:

Interested candidates should create a profile and apply on CTG Global careers website (click here). Please refer to the vacancy number: VAC-0140. Shortlisted candidates will be contacted for an interview.

NAO Specialist

OVERVIEW OF CTG GLOBAL

CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.

OVERVIEW OF THE POSITION

The strategic objective or outcome is to support the Federal Ministry of Planning and International Cooperation (MOPIC) with: the development of strengthened systems, processes and capabilities of the Governments to deliver on New Deal Compact, particularly use of national systems – the NAO Office.

The output of the assignment is as follows:

The NAO office is formally established within the MOPIC as a dedicated organizational entity, an appropriate set of procedures and work-process descriptions, staff establishment, capacity building, and integrated in the Ministry’s budget from 2017 onwards;

GENERAL FUNCTIONS

Role objective:

The Consultant is expected to support the MOPIC in the achievement of the following results:

Output 1: The NAO office is formally established within the MOPIC as a dedicated organizational entity, an appropriate set of procedures and work-process descriptions, staff establishment and capacity building, and integrated in the Ministry’s budget from 2017 onwards.

The project will support the MOPIC to develop the NAO Office as a professional unit capable of discharging the functions. Through the present project the following will be developed:

• The organisational structure of the unit, integrated in the MOPIC overall structure

• An appropriate set of (internal) procedures and work-process descriptions

• The required staffing establishment

• Budget requirements for integration in the 2017 MOPIC budget.

• Support MoPIC (future NAO) to establish coordination and sharing of information with line ministries, agencies , regional administrations and Non State Actors

• Strengthen the overall capacity of the MoPIC through staff on-job training, mentoring and technical support

Expected output:

Deliverables:

• The organisational structure of the unit, integrated in the MOPIC overall structure

• An appropriate set of (internal) procedures and work-process descriptions

• The required staffing establishment

• Training set-up for the NAO Staff

• Training implemented as per training set-up

• Budget requirements for integration in the 2017 MOPIC budget.

• Coordination mechanism with concerned ministries, agencies , NSAs and regional administrations

Project reporting:

The consultant is expected to report formally back to the UNDP as follows:

• Inception report –2 weeks after the start of the assignment, including initial deployment plan

• Quarterly progress reports as follows within one week after the end of each quarter, including detailed deployment plan for the next period.

Team management:

Years of Experience:

At least 10 years of experience in supporting national governments in the establishment and development of the National Authorizing Office Function;

Demonstrated technical experience in one or more of the following areas:

• EU EDF procedures
• NAO regulations
• At least 7 years of Capacity building of NAO office staff members
• Solid document drafting skills;

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Accountability

• Mature and responsible; ability to operate in compliance with organizational rules and regulations;

Planning and organizing

• Effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner;
• Ability to establish priorities and to plan, coordinate and monitor (own) work;
• Ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent activities

Teamwork and respect for diversity

• Ability to operate effectively across organizational boundaries;
• Ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humoured even under pressure
• Demonstrates openness to change and ability to manage complexities

Language Requirements:

• English is the working language for this assignment.
• Knowledge of Somali is an added advantage.

ESSENTIAL EXPERIENCE

Education:

Master degree preferably in Financial Management, Public Sector Management, Institutional development, European Studies or any other related discipline and or Bachelor’s degree in a related subject with additional years’ experience.

Work experience:

§ Minimum of 10 years of demonstrable relevant Finance & Accounting experience.

Geographical experience:

§ Minimum of 2 years of experience in Africa with local experience in Mogadishu is an advantage.

Languages:

§ Fluency in English is essential, fluency in Somali is an advantage.

Key competencies:

Academic Qualifications:

Other relevant information:

• The total number of working days foreseen for this assignment is a maximum of 100 working days, final working day 15 December 2016.
• However, the detailed deployment strategy is to be developed on an incremental basis in line with the work-load as it arises. The assignment is contingent on the security situation, the security situation is volatile and last-minute adaptations to the programme may emerge

Interested candidates should create a profile and apply on CTG Global careers website (click here). Please refer to the vacancy number: VAC-0141. Shortlisted candidates will be contacted for an interview.

OVERVIEW OF CTG GLOBAL

CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.

OVERVIEW OF THE POSITION

The strategic objective or outcome is to support the Federal Ministry of Planning and International Cooperation (MOPIC) with: the development of strengthened systems, processes and capabilities of the Governments to deliver on New Deal Compact, particularly use of national systems – the NAO Office.

The output of the assignment is as follows:

The NAO office is formally established within the MOPIC as a dedicated organizational entity, an appropriate set of procedures and work-process descriptions, staff establishment, capacity building, and integrated in the Ministry’s budget from 2017 onwards;

GENERAL FUNCTIONS

Role objective:

The Consultant is expected to support the MOPIC in the achievement of the following results:

Output 1: The NAO office is formally established within the MOPIC as a dedicated organizational entity, an appropriate set of procedures and work-process descriptions, staff establishment and capacity building, and integrated in the Ministry’s budget from 2017 onwards.

The project will support the MOPIC to develop the NAO Office as a professional unit capable of discharging the functions. Through the present project the following will be developed:

• The organisational structure of the unit, integrated in the MOPIC overall structure

• An appropriate set of (internal) procedures and work-process descriptions

• The required staffing establishment

• Budget requirements for integration in the 2017 MOPIC budget.

• Support MoPIC (future NAO) to establish coordination and sharing of information with line ministries, agencies , regional administrations and Non State Actors

• Strengthen the overall capacity of the MoPIC through staff on-job training, mentoring and technical support

Expected output:

Deliverables:

• The organisational structure of the unit, integrated in the MOPIC overall structure

• An appropriate set of (internal) procedures and work-process descriptions

• The required staffing establishment

• Training set-up for the NAO Staff

• Training implemented as per training set-up

• Budget requirements for integration in the 2017 MOPIC budget.

• Coordination mechanism with concerned ministries, agencies , NSAs and regional administrations

Project reporting:

The consultant is expected to report formally back to the UNDP as follows:

• Inception report –2 weeks after the start of the assignment, including initial deployment plan

• Quarterly progress reports as follows within one week after the end of each quarter, including detailed deployment plan for the next period.

Team management:

Years of Experience:

At least 10 years of experience in supporting national governments in the establishment and development of the National Authorizing Office Function;

Demonstrated technical experience in one or more of the following areas:

• EU EDF procedures
• NAO regulations
• At least 7 years of Capacity building of NAO office staff members
• Solid document drafting skills;

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Accountability

• Mature and responsible; ability to operate in compliance with organizational rules and regulations;

Planning and organizing

• Effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner;
• Ability to establish priorities and to plan, coordinate and monitor (own) work;
• Ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent activities

Teamwork and respect for diversity

• Ability to operate effectively across organizational boundaries;
• Ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humoured even under pressure
• Demonstrates openness to change and ability to manage complexities

Language Requirements:

• English is the working language for this assignment.
• Knowledge of Somali is an added advantage.

ESSENTIAL EXPERIENCE

Education:

Master degree preferably in Financial Management, Public Sector Management, Institutional development, European Studies or any other related discipline and or Bachelor’s degree in a related subject with additional years’ experience.

Work experience:

§ Minimum of 10 years of demonstrable relevant Finance & Accounting experience.

Geographical experience:

§ Minimum of 2 years of experience in Africa with local experience in Mogadishu is an advantage.

Languages:

§ Fluency in English is essential, fluency in Somali is an advantage.

Key competencies:

Academic Qualifications:

Other relevant information:

• The total number of working days foreseen for this assignment is a maximum of 100 working days, final working day 15 December 2016.
• However, the detailed deployment strategy is to be developed on an incremental basis in line with the work-load as it arises. The assignment is contingent on the security situation, the security situation is volatile and last-minute adaptations to the programme may emerge

HOW TO APPLY:

Interested candidates should create a profile and apply on CTG Global careers website (click here). Please refer to the vacancy number: VAC-0141. Shortlisted candidates will be contacted for an interview.

Director, Finance and Operations

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of: Director, Finance and Operations.

Description:

We are currently seeking qualified candidates for the position of Director, Finance & Operations for an anticipated USAID-funded Integrated HIV/AIDS Program (IHAP) project in the DRC. The project will work to increase utilization of HIV / AIDS, MNCH, Family Planning and TB services. The Director of Finance and Operations will be responsible for all aspects of the project’s financial, human resources, operations, contract management, information technology, and administrative management. S/he will have extensive experience working in both program financials and administrative management, including financial controls and audit, as well as reporting on accruals, pipeline, and contract and personnel management.

The position will be based in Kinshasa and will report to the Chief of Party. Recruitment is contingent upon successful award of the project and the selection of the final applicant is subject to USAID approval.

Job Summary / Responsibilities:

• Provide leadership to finance and operations aspects of the project, including general administrative processes, financial management, sub award management, accounting, and logistics;
• Establish and maintain sound and transparent accounting and fiscal control procedures for financial, sub award and operations aspects of the project;
• Ensure compliance of financial and operations systems with FHI 360 policies and procedures, USAID rules and regulation, award requirements, and Government of the DRC laws;
• Develop, analyse and monitor program budgets; monitor and track obligations and expenditures against budgets;
• Manage project procurement processes;
• Advise senior leadership regularly on financial and operations-related matters;
• Provide technical assistance, as needed, to local partners on financial compliance and reporting;
• Prepare and submit annual and quarterly financial and accrual reports to USAID;
• Contribute to the development of high-quality work plans, quarterly and annual reports, financial reports, and any other reports required by USAID;
• Liaise with internal and external auditors in the review of project financial management;
• Supervise other project-based administrative, finance, procurement, administrative and contract & grants staff.

Qualifications:

• Bachelor’s degree with 10 years’ experience; in Accounting, Finance, Business Administration or related field is required;(Master's degree preferred);
• At least seven years of relevant experience in administrative and financial management, including overseeing the finance and operations of large and complex projects;
• 2+ years’ experience working in a developing country; DRC experience is preferred;
• Familiarity with USG rules and regulations is required;
• Knowledge in generally-accepted accounting, budgeting and fiscal control principles;
• Demonstrated experience and skills in developing and managing large budgets;
• Relevant skills in automated accounting software systems and database spreadsheets;
• Experience building capacity in financial management of community-based organizations and implementing partners;
• Demonstrated ability to create and maintain effective working relations with NGO partners, community-based organizations and international donor agencies;
• Demonstrated leadership qualities, depth and breadth of financial management expertise
• Strong interpersonal, writing and oral presentation skills;
• Bilingual – English and French
• Ability to work independently and manage a high volume work flow;
• Relevant computer software skills and familiarity with accounting software (including, at a minimum, the standard applications in MS Office).
• Excellent interpersonal skills and experience establishing and maintaining good relationships with a wide variety of professionals and organizations.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
We offer competitive compensation and an outstanding benefit package. Please click here to visit FHI 360's Career Center for a list of all open positions.
FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.

HOW TO APPLY:

https://jobs-fhi360.icims.com/jobs/17164/director%2c-finance-and-operati...