BACKGROUND

UNDP Somalia Country Office is one of the larger programmes in the Regional Bureau for Arab States with a $65 million annual delivery target and more than 240 national and international personnel located in Mogadishu, and across the country and its federal states.  The Country Office is based in Mogadishu and is led by a Resident Representative and two Deputies—one for Programme and one for Operations.

UNDP’s assistance to the Somali people focuses on reducing vulnerabilities to crisis with an emphasis on 1) inclusive political processes, 2) rule of law, 3) economic recovery and development, 4) resilience and climate change, and on 5) building effective institutions. UNDP Somalia has area offices in Puntland and Somaliland in addition to regional representation in an additional four states.  The programme works with national counterparts at the federal and regional levels, which include government institutions, civil society and communities.  UNDP is the lead agency on Early Recovery in the Humanitarian Country Team and with the office of the Resident Coordinator.

UNDP delivers support to the Somali people under extremely difficult security and political circumstances.  Access to beneficiaries is difficult and the capacity of national partners is often limited.  In addition, there are significant restrictions on travel.  In such a complex environment, the need for innovative and flexible implementation arrangements combined with strong control and accountability mechanisms are critical.

DUTIES & RESPONSIBILITIES

Under the guidance and direct supervision of the Resident Representative (RR), and in close cooperation with Executive Assistant to the RR, the Special Assistant ensures timely and efficient support to the RR in the management of the country office, including i) scheduling and front-office support; ii) management support and support to the oversight and approvals process; iii) review, analysis and quality assurance of documents for the RR; and iv) facilitation of UNDP representation.  The Special Assistant also serves as the key liaison between the RR and UN Country Team (UNCT) members, the Resident Coordinator’s Office (RCO), programme and operations staff of the Agencies, as well as UNDP staff and government officials and donors.

The key duties and accountabilities are:

Oversee scheduling and front office support, including:

• Manages the daily schedule, mission planning and calendar of engagements for the Resident Representative (RR) and Deputy Resident Representative for Programme (DRR(P)), in collaboration with the Executive Associate;
• Coordinates and manages forward planning of the quarterly and long-term calendar of the RR and DRR(P), ensuring strategic prioritization of engagements;
• Drafts correspondence, notes-to-the-file, and coordinates/contributes to other routine documentation required by the RR and DRR(P);
• Facilitates implementation of the requests, directives and commitments of the RR and DRR(P), in coordination with relevant managers and teams within the bureau; and
• Maintains regular contact with the Office of the Directorate of Regional Bureau for Arab States (RBAS), the RBAS Desk Officer, the DSRSG/RC/HC, UN System partners, donors, IGOs, NGOs, and other multilateral agencies to keep the RR and DRR(P) abreast of key developments within the organization.

Manage and support to the oversight and approvals process, including:

• Advises the RR on a range of issues relating to management and the overall “state of the bureau”, including emerging concerns of staff;
• Supports the organization of regular staff meetings and special events;
• Supports effective internal communications with staff;
• Ensures that requests for RR and DRR(P) approvals and signatures have followed the Standard Operating Procedures (SOPs), ensures that documentation is timely and of the appropriate quality, and that operational messages prepared for the RR and DRR(P) meet with the necessary standards;
• Participation as Secretary at the UNDP Senior Management Meetings and RR and DRR meetings, and other decision-making meetings as requested, and is responsible for recording decisions, coordinating development of the agenda, gathering and analyzing information to support decision-making, and communication of relevant decisions to staff;
• Prepares correspondence, documents, reports and speaking notes some of which are confidential and ensure appropriate reporting and follow-up;
• Manages the Executive Office system to track internal management commitments
• Coordinates and provides quality assurance for management responses to RBAS and SRSG or DSRSG requests and decisions;
• Coordinates special projects and assignments on behalf of the RR and DRR(P), frequently involving senior managers of the Bureau as well as a broader constituency
• In close coordination with the DRRs and the Head of POQA, make sure that the information on the programme delivery, including financial rules and procedures is updated on a regular basis

Review, analyse, and quality assure documents for the Resident Representative:

• In close collaborations with the Communications Specialist, reviews speeches, briefs, background papers, etc. for substantive accuracy, completeness, strategic messaging, in liaison with other units throughout Country Office, UNDP HQ, UNSOM and other UN agencies as needed;
• Provides clear and timely guidance to staff to facilitate preparation of briefs and speeches for the RR;
• Drafts and contributes to speeches and briefs for the RR as necessary;
• Performs research on topics as assigned, analyzes information and synthesizes into a clear summary to facilitate decision-making by the Senior Management.

The Special Assistant to the Resident Representative will provide strategic inputs to facilitate UNDP representation with other UN agencies, UNDP HQ staff and Government officials, technical advisors and experts, multi-lateral organizations, donors and civil society:

• Support the RR through high level meetings and prepare high quality and actionable minutes in a timely manner.
• Analyze, compile and prepare papers/notes for relevant policy and operational discussions related to UNDP programmes.
• Critically analyze briefs for the Resident Representative and ensure that they are substantively accurate and reflective of the RR’s position so as to ensure that timely and coherent follow-up action is taken
• Coordinates substantive preparations, including agenda, accompaniment, and supporting materials for all engagements of the RR and DRR(P);
• Maintains a donor database and, in collaboration with the Programme Oversight and Quality Assurance Unit (POQA), helps ensure that donors are systematically engaged.
• Attends meetings and travels with the RR and DRR(P) on official visits as needed;
• Organizes official meetings and visits for the RR and DRR(P) while on mission;
• Serve as a focal point, coordinate logistics and prepare substantive documentation for high-level headquarters missions and special events;
• Contribute to coordination and review of preparatory inputs of UNDP’s substantive contribution to the UNCT, Humanitarian Country Team, UN Senior Management Meetings, Security Management Meetings, roundtables, etc.

QUALIFICATIONS

Education:

• Master’s degree in Social Sciences, Political Science, International Relations, development studies or related subjects.
• Bachelor’s degree with an additional two years of work experience is acceptable

Experience, Knowledge, and Skills:

• Five years of experience with international organizations in developing countries and/ or significant previous background in institutional environment of development cooperation INGOs, UN system, multilateral cooperation, etc.
• Excellent command of written and spoken English.

COMPETENCIES

Core Competencies

• Achieve Results: Level 3 – Set and align challenging, achievable objectives for multiple projects, have lasting impact.
• Think Innovatively: Level 3 – Proactively mitigate potential risks, develop new ideas to solve complex problems.
• Learn Continuously: Level 3 – Create and act on opportunities to expand horizons, diversify experiences.
• Adapt with Agility: Level 3 – Proactively initiate and champion change, manage multiple competing demands.
• Act with Determination: Level 3 – Think beyond immediate task/barriers and take action to achieve greater results.
• Engage and Partner: Level 3 – Political savvy, navigate complex landscape, champion inter-agency collaboration.
• Enable Diversity and Inclusion: Level 3 – Appreciate benefits of diverse workforce and champion inclusivity.

Cross-Functional & Technical Competencies

Ethics: UN policy knowledge – ethics

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

General (across the functions): Event planning and execution

• Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.

Administration & Operations: Events management (including retreats, trainings and meetings)

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Digital & Innovation: Tech literacy 

• Ability to apply new digital tools or adapting their original use to create new insights, fresh perspectives or develop solutions. Understand the potential as well as the limitations of certain technological developments; being able to identify how technology can add value when it’s used as a “means to an end”.

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