II. Organization Context

District councils face a range of challenges related to development planning including a lack of strategic planning mechanism that results in low district capacity to adapt its programmes and service delivery to the changing needs of stakeholders, lack of adequate baseline data and effective data management skills and systems to inform planning processes. The MoI, District Administrations and UN Joint Programme on Local Governance and Decentralized Service Delivery in Somalia (JPLG) realized the need of strengthening the local administration, finance and planning processes and they are in the process of institutionalizing district planning {including district development framework (DDF), annual work plans and budgeting (AWPB) process, administration, financial management, and human resources management} to ensure the improvement of the capacity of district councils to plan local priorities and strengthen the implementation of new functions in support of decentralized service delivery

In this context, the MoI intends to hire District Capacity Development Consultants to cover all local government work (focusing on financial management, administration, human resources and planning for service delivery) based on the district development framework (DDF) that integrates the district and sub-districts plans into a consolidated district plan which is later aligned with the national plans.

The UN Joint Programme on Local Governance and Decentralized Service Delivery in Somalia (JPLG) which is a five-year joint programme comprising ILO, UNCDF, UNDP, UN-HABITAT and UNICEF with the overall goal of “creating an enabling environment for improved service delivery and greater stability, through improved legal, policy and system frameworks – building the knowledge of those working in and with local governments” will support the MoI in recruiting the District Capacity Development Consultants. The JPLG III  will support enhanced local government capacities with greater attention given to women, youth and minority groups. Under the direct supervision of the District Mayors and the MoI Director of the Department of Districts and Regions, the consultants are expected to work with the districts’ department of planning and administration / finance and be responsible for managing the district’s capacity development efforts to enable local government officials deliver services to the communities in line with district priorities and approaches. The positions are for a limited period of nine months.

1.      Supporting the design and facilitation of capacity development and training activities and monitoring and evaluation systems

2.      Supporting the institutionalization of local government systems, vertical and horizontal inter-governmental linkages and civic education initiatives

3.      Supporting the design of policy and legal frameworks for decentralization, local governance and service delivery

In consultation with the MOI Director of the Department of Districts and Regions, the consultants will be responsible for the following:

• Act as District Participatory Planning and Financial Guideline (DPFG) resource persons and provide relevant training and on-the-job coaching;
• Support the establishment / development of the district’s Departments of Planning and Administration / Finance in the new districts;
• Support the District Councils and Departments of Planning in the development of a strategic District Development Framework (DDF), Annual Work Plans and Budgets;
• Provide support and on-the-job training based on the Human Resource Management (HRM) Guideline, Office Management Administration Manual (OM&AM) and finance department to ensure appropriate handling and filing of all documents of relevance to districts operations;
• Support the districts organizational restructuring and development of operational policies and procedures for effective performance and service delivery;
• Ensure timely reporting on achievements against agreed work plans and raise challenges and opportunities to relevant authorities for follow-up.

·        Provide support and on-the-job training to ensure appropriate financial management and accounting of district resources, including the external funds provided through JPLG.

·        Knowledge building and knowledge sharing in all areas of finance, administration, development planning and implementation.

Specific Tasks:

1. Act as District Participatory Planning and Financial Guideline (DPFG) resource persons and provide relevant training and on-the-job coaching:

• Act as focal point for all DPFG related capacity development activities and promote coherence among JPLG’s interventions at the district level;
• Work closely with Somaliland Ministry of Interior and Local Government Institute (LGI) in revising / reviewing and standardizing the DPFG training modules and guidelines and, attend relevant training of trainers;
• Assess districts training needs and support development of training plans for the districts;
• Assist MoI and LGI in designing, scheduling and the implementation of DPFG training activities, and assist districts oversee that training activities are implemented as planned and with participation of relevant counterparts;
• Support MOI, Ministry of Planning and LGI in designing M&E system for training activities, TOTs and other trainings provided and record activities in the field;
• Work closely with the M&E and data management personnel;
• Support design/implementation of DPFG processes and procedures and provide feedback to MoI and stakeholders on progress and suggestions for changes as required;
• Transfer information and skills on DPFG processes and procedures to district councilors, administration, staff and other relevant actors.
• Design financial management systems for training activities, TOTs and other trainings provided and keep a record of the same.

2. Support the establishment / development of the districts Departments of Planning and Administration / Finance:

• Facilitate discussions / visioning exercises for the Department of Planning to clarify vision, mission and goals of the departments;
• Facilitate discussions around roles and responsibilities of the Department of Planning (DOP) vis-à-vis other departments and actors;
• Support restructuring of the districts administration to include the DOP and functional clarity related to planning;
• Help develop and implement planning processes and procedures across departments and the district council;
• Develop and/or adapt project cycle management procedures and templates (for project identification, project approval, project evaluation, etc.) based on DPFG guidelines, relevant training modules, as well as international best planning practices.

3. Support the District Councils and Departments of Planning in the development of strategic DDFs, Annual Work Plans and Budgets:

• Support identification of data needs and establishment of data collection and management systems
• Coordinate data exchange with the relevant local, national and international bodies;
• Provide technical advice and assist in the development of M&E frameworks and indicators for AWP&B and DDF;
• Assist districts to compile District Profiles, organize Community Consultations, and seek National and Sectoral inputs for DDF, AWP and Budget;
• Promote coordination between the district, regional and central level bodies in line with the ministries of interior, planning and finance;
• Lead on cooperation with Civil Society Organizations (CSOs) and other bodies conducting related activities such as analysis and planning (e.g. districts monitoring committees)

4. Provide support and on-the-job training based on the Human Resource Management (HRM) Guideline, Office Management and Administration Manual (OM&AM) and finance department to ensure appropriate handling and filing of all documents of relevance to districts operations:

• Act as focal points for all the administration and finance related capacity development activities at the district level;
• Develop / update administration and finance procedures and requirements including planning, monitoring, reporting, evaluation and feedback.
• Review the documentation available at the district level, including but not limited to storage facilities and access by district staff and identify what is lacking, and the timeline and actions needed to address these identified issues. This shall include a work plan for on-the-job training;
• Facilitate the acquiring of necessary documents and assist the council in establishing a dynamic documentation center on staff issues where documents are available and accessible;
• Carry out all these activities hand-in-hand with district administration staff to ensure that they can take over this responsibility;
• Act as Human Resource and Office Management and Administration Manual resource persons and provide relevant training and on-the-job coaching;
• Assist MoI and LGI review HRM and Office Management manuals, training modules and attend relevant training of trainers (TOTs);
• Assess Districts Departments for Administration and Finance in assessing training needs and support development of training plans for these departments in conjunction with LGI;
• Assist and train district departments of Administration and Finance on all administrative and human resource management issues;
• Assist MoI and LGI in the designing, scheduling and implementation of Human Resource Guideline training activities, and assist districts oversee that training activities are implemented as planned and with participation of relevant counterparts.

·        Ensure that all documents required by Human Resource guideline are developed according to an acceptable standard and provide the capacity support and required on the job training to make sure that the staff responsible for these tasks develops capacity within these areas.

·        Support the functionality and the operationalization of the Local Government Institute

·        Work close with MOI, LGI and the local learning institutions in the provision of trainings and the institutionalization of Office management and Administration and the HRM manuals

5. Support the districts organizational restructuring and development of operational policies and procedures for effective performance and service delivery:

• Conduct institutional and capacity assessments and promote development of a prioritized capacity development action plan for the districts in conjunction with CSI/LGI;
• Facilitate discussions around functions of different departments and units, and develop Terms of Reference for district departments, units and staff;
• Advise MoI, districts and other stakeholders on changes in approach, timing or other issues that require special attention and action.
• Support the development of operational policies and procedures for the various departments and their implementation

6. Ensure timely reporting on achievements against agreed work plans and raise challenges and opportunities to relevant authorities for follow up.

• Develop quarterly and annual work plans including performance indicators;
• Submit quarterly monitoring reports highlighting progress against agreed work plan results, challenges, opportunities and issues to be addressed by MOI, districts and JPLG;
• Provide other reports and information as and when required by MoI, districts and JPLG;
• Provide inputs to MoI Department of Districts and Regions and districts to ensure timely reporting on LOAs and other agreements with JPLG and other development partners.

7. Provide support and on-the-job training to ensure appropriate financial management and accounting of district resources, including the external funds provided through JPLG. 

·        Work hand in hand with the MoI, external consultants and the district accounting staff to ensure appropriate understanding of the AIMS and BIMS financial management systems

·        Ensure that the districts are able to establish proper budgets as required under government guidelines and implemented through JPLG

·        Ensure that all funding requests follow guidelines and that all required documentation is attached.

·        Ensure proper books of account are maintained and provide quarterly financial reports to MoI, districts and JPLG

8. Knowledge building and knowledge sharing in all areas of finance, administration, human resources development planning and implementation.

·        Share information and knowledge on all issues of relevance to local governments, and within the areas of finance, administration, human resources and development planning.

·        Assist in identification of capacity development needs of district administration staff and councilors.

·        Communicate regularly with MOI, districts and JPLG to coordinate activities and share lessons learned and experiences.

·        Facilitate the district council and administration to enhance action and progress, lessons learned and improvement within all areas of responsibility.

·        Promote a solution and action-oriented approach; share lessons and information; and enhance and promote improvement of all tasks.

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Please also indicate clearly the districts you are interested to work with

MoI will only be able to respond to those applications in which there is further interest.