United Nations Office for the Coordination of Humanitarian Affairs (OCHA) coordinates effective and principled humanitarian response and ensures that relief assistance reaches the people in need in a timely manner. OCHA-managed Somalia Humanitarian Fund (SHF) is a multi-donor country-based pooled mechanism created in 2010 to allocate funding for the most urgent life-saving interventions in Somalia. Combining flexibility and strategic focus, the Fund ensures timely allocation and disbursement of resources, enables effective humanitarian action, and strengthens coordination.
The Programme Associate, working under the guidance of the Head of the Humanitarian Financing Unit (HFU) of OCHA Somalia and under direct supervision of the Deputy head of HFU, participates in the processes that support the programmatic management of the SHF, but also contributes actively with the implementation of the SHF Accountability Framework, in close collaboration with the HFU and other OCHA Somalia staff, as well as cluster coordination staff.
Summary of Key Functions:
- Implementation of the Somali Humanitarian Fund (SHF) operational strategies related to the programmatic management of funds
- Efficient administrative support
- Support for administrative and financial control
- Contributes to the efficient and effective functioning of the Somalia Humanitarian Fund (SHF)
- Contributes to the efficient, practical facilitation of the Central Emergency Response Fund (CERF) grants for Somalia
- Contributes to the efficient discharge of donor and external relations functions of the HFU
Ensures implementation of the SHF operational strategies related to the programmatic management of funds and focusing on:
- Achievement of results as anticipated in the SHF allocation strategies and SHF project proposals;
- Demonstration of the SHF impact;
- Full compliance with the applicable rules that govern the use of SHF funds (Operational Manual) and other UN rules, regulations, policies, and strategies.
Ensures efficient administrative support, focusing on achievement of the following results:
- The internal organization of work of the HFU;
- Organization of meetings, workshops, conferences, and retreats;
- Research and retrieval of data from internal and external sources;
- Preparation of overviews, charts, tables, and reports.
Provides support for the competent administrative and financial control in the office, focusing on achievement of the following results:
- Maintenance of administrative control records such as commitments and expenditures;
- Maintenance of data integrity in the SHF Grant Management System;
- Analysis of results and initiation of corrective actions when necessary.
- Proper control of supporting documents of the funded SHF activities.
- Provision of the necessary information to external contractors (auditors, monitoring, capacity assessments).
Contributes to the efficient and effective functioning of the Somalia Humanitarian Fund (SHF) so that people in need receive the required assistance on time by:
- Assisting with the Fund’s administration, in particular by screening project proposals, interim and final narrative reports and financial reports;
- Supporting the project selection and revision processes;
- Ensuring compliance with the 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 SHF GMS, monitor the status of projects and reports and alert the relevant HFU team members about any delays or other issues.
- Review project proposal budgets, interim and final financial reports and audit reports to ensure compliance with applicable SHF rules and guidelines, and request revisions or provide comments if necessary.
- Communicate concerns about proposals, project documents, reports or implementing partners to the relevant HFU team members;
- Provide agreement templates and guide partners on filing in and timely signing of project grant agreements;
- Support the SHF manager and HFU team members in fostering good working relations with the national and international NGO community in Somalia and UN agencies.
- Support the SHF manager and HFU team members in liaison activities with NGOs to enhance information gathering, exchange, and analysis; and support the information HFU by providing information on NGO activities.
- Prepare non-substantive correspondence and/or notes for file regarding the SHF and prepare minutes/notes of meeting with partners as required.
- Support the team in training partners on best practices rules and guidelines in relation to the program and financial management of SHF projects.
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 HFU in preparation of CERF submissions and reports as required.
- Support the follow up with UN agencies whose projects are part of the Somalia country submission
Contributes to the efficient discharge of donor and external relations function of the HFU by providing support for:
- The organization of and following up with the regular and informal donor meetings
- Preparation of briefing packs and booking of venues
- Maintaining and update donor and other stakeholder lists
Impact of Results
The results contribute towards efficient administration and processing of the SHF proposals, projects, reports, audits, and requests in a quick, fair, rigorous, and efficient manner. Thus ultimately, contribute towards the delivery of aid in Somalia and response to an impactful and useful humanitarian response in the country. The results help meet OCHA’s objectives with respect to overall policy initiatives and coordination of humanitarian and emergency assistance.
Building Strategic Partnerships
- Analyzes general information and selects materials in support of partnership building initiatives
Job Knowledge/Technical Expertise
- Understands the main processes and methods of work regarding the position promptly
- 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
- Demonstrates ability to identify problems and proposes solutions
Design 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
- 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
- Response to client needs promptly
Promoting Accountability and Results-Based Management
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating teamwork
- 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
- A high school diploma or equivalent with six (6) years of relevant work experience, preferably in administrative, finance, accountant, or programme is required.
- University Degree in Business or Public Administration, Economics, Political Sciences, and Social Sciences is desirable.
- At least six (6) years of progressive experience inAdministrative and/or programme at the national or international level is required.
- 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 is required.
- Strong communication skills and ability to draft non-substantive correspondences is required;
- Knowledge of OCHA Somalia’s role and priorities; operational agencies, and response coordination efforts are desirable.
- Fluency in written and spoken English is required.
- Knowledge of other official UN languages is an advantage.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
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Contract Duration: 1 Year with possibility for extension