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Project Officer

The United Nations Security Council Resolution 2009 established the UN Support Mission in Libya (UNSMIL) in September 2011. In February 2012, the High National Elections Commission of Libya (HNEC) was put in place and a joint UN electoral team has been supporting the HNEC since, in particular the organization of election of the General National Congress which took place on 7 July 2012 which were widely praised as credible. The team also supported the February 2014 Constitutional Drafting Assembly elections and the June 2014 House of Representatives elections. Under Libyan leadership, UNSMIL and UNDP are jointly supporting future electoral process(es) based on their expertise to ensure effective decision-making and planning. For this purpose, The Promoting Elections for the People of Libya Project (PEPOL) was established to provide a comprehensive range of electoral support through the integrated UN Electoral Support Team. As per the roadmap agreed during the Libyan Political Dialogue Forum in Tunis in November 2020 that calls for national elections on 24 December 2021, and which was confirmed in the LPDF in Geneva in February 2021, HNEC is currently working on the planning and preparations for elections in 2021PEPOL Scope: The UNDP Libya’s national elections project ‘Promoting Elections for the People of Libya’ (PEPOL) is integrated with UNSMIL as part of the UN’s Electoral Support Team (UNEST). UNEST provides technical electoral assistance to the High National Elections Commission (HNEC) to enhance its capacity and readiness to hold national elections. The Project was initially designed in 2017/18 with a three-year scope and had been extended until the end of 2021 to maintain HNEC’s technical readiness for elections, particularly its preparations for national elections on 24 December 2021, and possibly a referendum if decided so. The Project Officer, under the overall guidance of the Chief Technical Advisor/ Project Manager of PEPOL Project and the direct supervision of the Project Management Specialist, is expected to provide project support to ensure efficient and effective support to the goals and objectives of the PEPOL Project as it supports the HNEC.

The Project Officer will help promote a client, quality and results-oriented approach in her/his work. S/he

will work in close collaboration with the PEPOL Project Management Specialist and other project staff, UNDP CO Operations, UNSMIL and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements.

The successful candidate will have the following specific responsibilities:

1. Ensure timely implementation of the programming activities, focusing on the achievements of the following results:

• Liaise with the national counterpart on issues related to the project activities;
• Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions
• Prepares inputs to formulation of AWPsand inputs to detailed implementation plans;
• Support the coordination of project board, project review and/or evaluation meetings including all stakeholders;
• Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the programming activities;
• Elaboration of monthly work plans and budget as well as monthly narrative and financial report;
• Initiates procurement actions for Individual contractors, goods, works and services and recruitment of NPSA actions according to HR and procurement plans. Prepares requests for recruitment and contracting in UNDP format and according to CO SOP;
• Compiles supporting documents for procurement and recruitments processes and ensures that supporting document are complete and in line with the SOP;
• Creates e-requisitions in ATLAS to initiate procurement processes, ensures the accuracy of the COA of the e-req, and follows up with Project Manager for approval. Revises e-requisitions as necessary;
• Promptly follows up with CO units on pending actions (procurement, recruitment, travel, transportation etc);
• Creates e-requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP);
• Prepare payment requests and submit to CO (according to SOP). Ensures accuracy of COA of all payment requests;

2.Ensure Project administered timely and efficiently according to UNDP procedures

• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
• Arrangements of travel and hotel reservations, preparation of travel authorizations;
• Administrative support to conferences, workshops, retreats;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Project Management Specialist;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Reviews, implement and monitor assets management procedures in the relevant project;
• Prepares receipts in ATLAS;
• ATLAS profile: General User.

3.Ensures efficient financial resources management of project finances, focusing on the achievement of the following results:

• Prepare budgets and budget revisions as required and manage the project budgets on regular and timely basis.
• Update and initiate processing of project financial entries in ATLAS; ensure transmission of project financial data for inclusion in ATLAS.
• Implementation of control records such as commitments and expenditures.
• Review of financial reports from partners and sub-contractors.
• Preparation and or review and certification of non-PO and PO vouchers in ATLAS.
• Creation of requisition in ATLAS for project inputs, making budget checks on ATLAS for requisitions and vouchers.
• Timely corrected actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in ATLAS.
• Reconcile the records of payments with activities and recommends new disbursements.
• Provision of researched information, reports for audit exercises.
• Proper control of supporting documents for PEPOL project payments.
• Monthly Budget Vs Expenditure analysis and expenditures tracking in accordance with UNDP rules and regulations
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed.
• Full compliance with UN/UNDP rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

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

• Organization of trainings for the government counter parts and project staff.
• Synthesis of the lessons learnt and best practices in the project regarding financial management.
• Sound contributions to knowledge networks and communities of practice.
• Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators;

Institutional Arrangement

Under the overall guidance of the Chief Technical Advisor/ PM and direct supervision of Project Management Specialist of PEPOL Project, Project Officer will be expected to provide support to project implementation performing a variety of standard project activities while ensuring high quality and accuracy of work.

The incumbent is expected to demonstrate the following core competencies

Min. Academic Education

• Master’s Degree or equivalent in Economics, Public Administration Business Administration, Finance, Accounting or related field.
• Bachelor’s Degree or equivalent in Economics, Public Administration Business Administration, Finance, Accounting or related field with 2 years of work experience in a related field may be accepted in lieu of the master’s degree.

Min. years of relevant Work experience

• Minimum of two years relevant experience in administration and financial management;
• Demonstrated experience in administrative and financial  management;
• Experience in working with stakeholders in public sector development programs especially in capacity development is an asset;
• Experience in working with international organizations and civil society organizations on elections or related field is desirable;
• Past work experience with a UN agency and/or international organization in Libya is considered an asset;
• Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint; Outlook, Zoom and Skype is required;
• Experience working in a culturally diverse environment;
• Experience working with the UN is an asset;
• Good communication skills
• Knowledge of UNDP procedures is an asset.