2021-05-11

Terms of Reference for Administrative Support Assistant (Urban Planning) at MPWRH – Hirshabelle State, Somalia

Hirshabelle State, Somalia
Posted on May 11, 2021

UN-Habitat

Terms of Reference for Administrative Support Assistant (Urban Planning) at MPWRH – Hirshabelle State, Somalia

Terms of Reference for Administrative Support Assistant (Urban Planning) at MPWRH – Hirshabelle State

BACKGROUND

The Hirshabelle State Ministry of Public Works, Reconstruction and Housing (MPWRH) is the responsible line ministry that deals with urban planning, formulation of policies and regulations and provision of technical support to the national and local governments on public infrastructure and urban management. Its headquarters are located at Jowhar and the ministry has regional and district level offices across the state. In recent years, the rapid urbanization has accelerated in Hirshabelle State, driven by high natural growth migration, conflict and climate change, putting a strain on basic urban services and making it difficult to manage the growth of urban centres. The State government and local authorities have been unable to adequately cope with most of these challenges partly due to lack of qualified technical personnel in the public sector, who are able to solve complex urban management and integrated land use planning, and lack of planning standards for sustainable urban development with clear roles and responsibilities for inclusive and participatory urban planning processes.

The Ministry of Public Works Reconstruction and Housing receives technical support for capacity building to fulfil its mandate through the UN Joint Programme on Local Governance, Somalia Programme (JPLG), jointly implemented by the following agencies: ILO, UNCDF, UNDP, UNICEF, and UN-Habitat.

Major activities of the cooperation between the Ministry and UN-Habitat related to Urban Planning in 2020/2021 are the following:

Implementation urban planning activities including technical trainings for ministerial and district staff related to urban planning and urban management;

Technical support for MoPWHR to strengthening its capacity in spatial planning (data collection and resilience planning); and Support for public awareness related to urban land management.

The Administrative Support Assistant (Urban Planning) consultancy will be supported through an Agreement of Cooperation between MPWRH and UN-Habitat through its Somalia Programme, Regional Office for Africa (ROAF), under JPLG.

The Administrative Support Assistant (Urban Planning) will be working under the overall coordination of the Director General at MPWRH. She/he will be responsible for the management and coordination of financial and administrative aspects of various projects, and capacity development activities linked to urban land management legislation and urban planning.

She/he will report to the Director General.

Due to many cross-cutting issues, it is expected that the Administrative Support Assistant (Urban Planning) will work closely with the other departments of the ministry as well as with district councils and UN-Habitat’s National Programme Officer in Hirshabelle.

The selected candidate should be willing to undertake frequent missions to project districts.

The consultant will be paid upon agreed deliverables (workplan).

RESPONSIBILITIES

Provide effective financial services;

Assist in project budget management, monitoring and reporting;

Provide support in Capacity Building Activities;

Within the delegated authority, the Administrative Support Assistant (Urban Planning) will be responsible for the following duties related to the above listed fields:

Financial and Project budget management duties

Provide accounting support to the project activities and management team while ensuring compliance with the Ministry’s internal controls, UN-Habitat’s financial policy and budget restrictions as outlined in the Agreement of Cooperation between MPWRH and UN-Habitat;

Record accounting transactions including coding of payment vouchers before making payments and ensure an efficient, proper and transparent financial filing system of all documents;

Work with the UN-Habitat’s team to compile financial and progress reports in time; support for verifying the expenditure and liquidation report of the advance payed before requesting the subsequent payments;

Prepare, process and make payments as provided in the approved budget and as per procedures in MPWRH;

Provide monthly financial and progress reports to the Director General;

Support the administrative management of the projects, including financial, administrative and operational activities;

Maintain project documents and information with confidentiality, ensuring that all records pertaining to the project are properly completed and stored in a secure place.

Capacity Development related activities

In collaboration with the Technical Coordinator (Urban Planning) at the MPWRH, the Director General of the Ministry and UN-Habitat team, contribute in developing appropriate project planning and implementation mechanisms;

Support the Technical Coordinator (Urban Planning) in organizing and conducting training on Urban Planning Capacity Building activities as per Agreement of Cooperation between MPWRH and UN-Habitat;

Support the Technical Coordinator (Urban Planning) in drafting, translating and printing and dissemination of awareness information about the Ministry to enhance the visibility of the project activities including support for social media work;

Follow-up on issues related to partner’s actions and propose appropriate solutions;

Support in the preparation of activity plans, procurement plans and budgets for all activities;

Any other duties assigned by the Director General of the Ministry.

TIMELINE

The consultancy is expected to run through the duration of the Agreement of Cooperation between MPWRH and UN-Habitat with an expected completion by December 2021 and follows its implementation schedule. A comprehensive workplan will be elaborated and approved with the supervision of MPWRH and UN-Habitat ‘s Somalia Programme, with the definition of detailed deliverables.

COMPETENCIES

Professionalism:

Knowledge and understanding of basic accounting, financial procedures and administration skills;

Excellent knowledge and understanding of generally accepted accounting procedures;

Experience of systems audit and articulating/implementing recommendations;

Ability to manage assigned work in professional manner, e.g. structured, forward looking, in time;

Shows pride in work and in achievements; and also, persistence when faced with difficult problems or challenges;

Service oriented and loyal.

Communication:

Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately;

Can adjust communication style to various situations, for example presentation, planning discussion, inter-ministerial working group;

Demonstrates openness in sharing information and keeping people informed.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals;

Willing to learn from others; places team agenda before personal agenda;

Supports and acts in accordance with decisions, even when such decisions may not entirely reflect own position;

Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies and workplans;

Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for time contingencies; adjusts plans and actions as necessary; uses time efficiently;

Report in time when challenges occur that hamper accomplishment of assigned tasks; foreseeing risks and allowing for contingencies when preparing work plans and project timelines;

Maintain a close collaboration to project partners (service-oriented) and UN-Habitat.

QUALIFICATIONS

Education:

A first-level university degree in Commerce, Accounting or Business administration (finance or Accounting option) from a recognized university.

Work Experience:

Minimum of 3 years of progressively mid-level management experience with international non-governmental organisations, agencies and inter-governmental organizations in professional accounting and financial management. Work experience in government sector is an advantage.

Language:

Strong written and oral skills in both Somali and English are a requirement. Fluent in Maay language is an added advantage.

Other skills:

Knowledge of basic computer programmes such as Word, spread sheets, email and internet search functions are essential. Excellent knowledge in computers literate, proficient with excel and Financial Systems is highly preferred in this role.

Assessment Method:

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. The recruitment process will be done in close collaboration of MPWRH and UN-Habitat.

Gender:

Job applications from qualified women will be highly welcomed.

All applications should be submitted to:

Officer-in-Charge

UN-Habitat Somalia

P.O. Box 30030, Nairobi, Kenya

Email: Officer-in-Charge, UN-Habitat Somalia: unhabitat-som@un.org

Deadline for applications: 24 May 2021