Admin & Finance Officer

0
  • Full Time
  • Baidoa

OOP SWS

JOB OPENING

Job Title: Admin & Finance  Officer, SWS Baidoa, Somalia Job Category: Individual Consultant
Department/Group: Office of the President(OOP)-SWS Location: Baidoa
Reporting Line

Primary:

Chief of Staff/REFS Advisor Reporting Line

Secondary:

 UNDP

Somalia.

 

OVERVIEW OF THE POSITION

The OFFICE OF THE PRESIDENT (OOP) is seeking to hire Administration and Finance Officer for Supporting State-building and Infrastructure for Peace (SSIP) Project. The Officer will be responsible to ensure that OOP and relevant ministers such as ministry of interior will receive administrative support in a timely and efficient manner, and this is done in accordance with SWS policies and procedures. Furthermore, that the administration and finance systems and procedures are applied consistently and fairly. The Finance and Administration assistant will consult closely at all times with the OOP and ministry of Interior, local governance and Reconciliation.
This position is initially for four months but may be renewed depending on performance and availability of funds. The OOP and Ministry of Interior invite applicants who are citizens of Somalia for this position.
The Admin/finance Officer will work under the supervision of Chief of Staff and Minister of Interior. Achievement of Deliverables will be approved by the supervisors. Payment will be made upon certification by supervisor including time sheets for actual dates of work and performance in accordance with activities and deliverables as reported in the activity report.

Organization and Project Description

Building on the recent peaceful transition of power with commencement of the new Parliament and inception of the new administration at the federal level, the PIP aims to continue the successful legacy of REFS as a ‘strategic anchor’ navigating and sustaining the momentum of political dialogue through multi-stakeholder engagements towards the implementation of state building roadmap enunciated in 27th May Communique. In order to capitalize on the key achievements, lessons learnt and institutional partnerships secured through REFS, the PIP is aimed to ensure the continuity of strategic support mechanisms at the FGS and FMS levels helping to  unlock political impasse on contentious issues by facilitating the dialogue processes for participative federalization and inclusive reconciliation in Somalia. REFS is being concluded by 30 June 2022, therefore bridging period of 6 months through PIP will help effective programmatic transition from REFS to a successor project under the title of Supporting State-building and Infrastructure for Peace (SSIP) with a multiyear joint program reflecting the renewed ‘theory of change’ informed by the donors group on inclusive politics as well as incorporating key policy priorities of the new administration on reconciliation and federalization in the project agenda. The PIP would be precisely focusing on following two interrelated and mutually reinforcing outputs:

 

Output 1: Strengthened multi-stakeholder dialogue platforms enabling consensus-building on federal framework

Output 2: Developed infrastructure for peace integrating Triple Nexus through civil society engagement at the FGS, FMS and Local levels

 

Under the overall guidance of Inclusive Politics Portfolio, the project will be implemented jointly with the UN Mission in Somalia (UNSOM) under the leadership of the OSRSG, to leverage its Good Offices role and convening power to mediate political agreements and build on the NCC insights and new Government’s strategic directions.

 

Objectives of Assignment:

The overall objective of the assignment is to assist the OOP SWS in implementing its overall strategy, prepare detailed work plans, and establish standardized approaches to Reconciliation and Federalism efforts in the state. The Admin/Finance Assistant will be responsible for carrying out, with due diligence and efficiency, all activities in accordance with SWS’s Financial regulations, rules and other directives. The consultant will ensure that the functions outlined below, and the scope of work is satisfactorily carried out.

GENERAL FUNCTIONS /SCOPE OF WORK WILL INCLUDE:

 

  • Ensure that all funds provided will be used in the most efficient and economical way applying the value-for-money principle.
  • Procurement of goods and service will be conducted based on a competitive process applying the value-for-money principle in consultation with partners.
  • Make sure that THE OFFICE OF THE PRESIDENT – SWS jointly with funding agency will complete the procurement process to ensure compliance with standard procurement business processes. The subsequent contract/ purchase order will be issued upon acceptance by funding agency for satisfactorily completion of procurement process.
  • Ensure that budget estimate is shared with funding agency for approval before conduct of any workshop/ training/ conference/ event to ensure funds are provisioned as per rules and regulations and estimate is within the approved budget.
  • When accommodation is needed, Hotels that (used to) have an Long Term Agreement with funding agency are requested to be considered, as they are registered vendors with funding agency and have approved competitive rates.
  • Collect three quotations if it’s Micro-canvassing
  • Implement financial policies and procedures
  • Draft all necessary administration and financial management correspondence and be responsible for follow-up
  • Collect, update and maintain financial files and records and Prepare reports.
  • Ensure the regular maintenance and prompt repair of office equipment.
  • Set up and maintain an appropriate office filing system and assets registry record.
  • Prepare the necessary required Financial Reports at the time of requesting the advance of funds on the basis of a corresponding work plan and budget.
  • Manage funds in conformity with the administrative and financial procedures of the ministry
  • Assist with preparation of the budget
  • Establish new and maintain existing supplier lists
  • Receive and verify and process supplier invoices
  • Ensure transactions are properly recorded and entered into the computerized accounting system
  • Maintain the assets register
  • Submit staff time sheets for payroll processing
  • Perform any other duties as required.

Expected Outputs and Deliverables

  • Filling system is established
  • Procurement plan is prepared and implemented
  • Competitive bidding process for LOA activities
  • Asset Registration
  • Technical and logistical support to the meetings/workshops and forums
  • Monthly reports and briefing for the office of the President, Ministry of Interior, progress made, challenges encountered, and corrective action proposed
  • Contributing to the Emerging State coordination meetings, reporting and progress, updates and document emerging States’ capacity building support.

Reports to be provided:

  • Monthly report for completed activities and deliverables with documents developed, training and workshop reports.
  • Quarterly Narrative Final report.

Institutional Arrangement

The consultant shall work under the direct supervision of the chief of staff and minister of interior of South West State of Somalia. Achievement of deliverables will be approved by the supervisors. Payment will be made upon certification by the chief of staff or minister of interior including time sheets for actual dates of work and consultant performance in accordance with activities and deliverables as reported in the activity report.

 

 

Duty Station

Duty station of the consultant will be at the offices of the Ministry of Interior and OOP of the South West State of Somalia in Baidoa.

Required Qualifications and Skills:

  • Bachelor’s degree in Finance, Business Administration and Management, Public Administration or related field.
  • At least 3 years of proven experience in Federal Member States, program development and implementation.
  • Specific experience in carrying out the tasks described in this TOR;
  • Prior work in Southwest State area is highly desirable and firm understanding of Somalia context.
  • Fluency in English and Somali language

Core competencies

  • Excellent analytical skills, ability to synthesize and clearly present complex processes and issues to service the information needs of diverse audiences;
  • Ability to translate strategic thinking and innovative ideas into practical operational recommendations;
  • Results orientation and commitment to produce high-quality outcome;
  • Ability to work under tight deadlines;
  • Ability to support strategic planning, results-based programming, management, reporting as well as resource mobilization efforts;
  • Ability to support formulation, implementation, monitoring and evaluation of development programmes and projects;
  • Demonstrates outstanding oral and written communication and presentation skills;
  • Strong interpersonal, negotiation and networking skills;
  • Strong IT skills. Encourages the use of new technologies and strives for high standard of professional work;
  • Strong inter-personal skills: Ability to motivate and inter-act with colleagues at all levels within the organization as well as with inter-agency partners.

Gender mainstreaming

The Southwest State is an equal opportunity employer and qualified women are strongly encouraged to apply.

How to apply

Interested candidates should submit their CV along with their with letter and passport size photograph via e-mail to   hrm@villasouthwest.sw.so and refs@presidency.sw.so AND Cc to: abdirahim.nor@undp.org  / chief.staff@presidency.sw.so   not later than 29 August 2022.

Only short-listed candidates will be contacted for an interview.

 

Share.