Support Capacity Assessment of National Humanitarian Actors in Sudan is a Project Initiation Plan (PIP) which aims to support the development of human and organizational capacities of selected national humanitarian implementing partners and the Humanitarian Aid Commission (HAC) to facilitate the implementation of the 2013 UN and partners Humanitarian Work Plan (HWP) and beyond. This PIP will represent the first phase in a two phase intervention for the support of Capacity Development for National Humanitarian Actors in Sudan.

This PIP will result in the following outputs:

1. Basic initial Capacity Development Training for HAC Staff and others undertaken to facilitate the implementation of the Humanitarian Work Plan,
2. Institutional, Financial, Legal and Procedural Capacity of Humanitarian Aid Commission (HAC) assessed and recommendations on supporting mechanism to HAC on those four areas to facilitate the implementation of the Humanitarian Work Plan,
3. Capacity of selected National Humanitarian Implementing Partners assessed and recommendations on their internal & external Capacity Development Plans formulated for a better implementation of HWP projects,
4. A full- fledged Project Document on Institutional, Financial, Legal and Procedural Capacity Development for National Humanitarian Actors in Sudan developed.

This project initiation plan will be fully implemented by UNDP under Direct Implementation Modality (DIM), with support from OCHA. UNDP will be the overall leading agency responsible for achieving the objective of the project initiation plan. UNDP will also act as the Administrative Agent of the project and will undertake all the administrative, procurement and financial process. UNDP will particularly be responsible for delivering the capacity assessment of HAC and basic initial capacity development training for HAC. UNDP will also support the Support the automation and utilization of ICT and the dissemination of HAC directives for effective implementation of the Humanitarian Work Plan.

OCHA will support UNDP on the capacity assessment of selected national humanitarian implementing partners (Project Output 3 activities). OCHA will work closely with UNDP on the technical delivery of capacity assessment of selected national humanitarian implementing partners and will support formulation of selection criteria of the humanitarian implementing partners. Subsequently OCHA will support UNDP in determining the exact number of humanitarian implementing partners whose capacities are to be assessed. OCHA will support the development of the terms of reference of the consultancy team who will undertake the capacity assessment assignment for these implementing partners.

The Capacity Assessment for HAC and the selected national humanitarian implementing partners will be completed by July 2013. However, the Project Document of “Support to Capacity Development for National Humanitarian Actors in Sudan” will be produced by September 2013.

Under the direct supervision of the Project Manager, the Project Associate ensures effective delivery of the project activities by entering and managing data and supporting project implementation consistent with UNDP rules and regulations.

The Project Associate can supervise clerical and support staff of the Project. The Project Associate works in close collaboration with the operations, programme and projects’ staff in the CO, UNDP HQs and field offices as required for resolving complex finance-related issues and exchange of information.

Summary of Key Functions:

• Support to implementation of the project Work -Plan
• Support to management of the project
• Financial support to the Project
• Administrative support to the Project
• Facilitation of knowledge building and knowledge sharing

Supports the implementation of the project Work-Plan focusing on achievement of the following results:

• Draft work plans, budgets, proposals on implementation arrangements.

Provides effective support to management of project focusing on the achievement of the following results:

• Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Provision of guidance to the executing agencies on routine implementation of project.
• Presentation of information for audit of the project supports implementation of audit recommendations.

Provides financial support to the Project focusing on achievement of the following results:

• Review of the project Financial Reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Atlas for development project, registers of goods receipt in Atlas.
• Making budget check for requisitions, POs and vouchers.

Preparation of vouchers and requisitions for development projects can be performed either by Programme Associates or by Programme Assistants depending on the set up of the office.

Voucher creation functions in the offices with Service Centres or Project offices, can be performed either by Service Administrators of Service Centres or Finance Assistants of Project offices.

Provides administrative support to the Project focusing on achievement of the following results:

• Maintain project files and inventory records.
• Support in recruitment process of project staff.
• Provide support on procurement of equipment, infrastructure, and services in the project.
• Provide logistic support on receiving, handling, storage, dispatch and tracking of the project assets and properties.
• Arrange for the transfer of assets to counterparts
• Supervise Project Driver, and ensuring road-worthy condition of the project vehicle for field missions.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the projects staff.
• Synthesis of lessons learnt and best practices in project.
• Sound contributions to knowledge networks and communities of practice.

Education:

Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

6 years of progressively responsible administrative or programme experience is required at the national or international level. 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, knowledge of Atlas is a must.

Languages:

Fluency in English and language of the duty station.

Other Requirements:

Corporate Competencies:

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

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
• Good knowledge of Results Management Guide and Toolkit

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 humored even under pressure
• Demonstrates openness to change and ability to manage complexities