Organizational Structure of the GPE Unit within the MoE

All the above-mentioned staff of the GPE Unit including the GPEUM will be selected according to terms of reference acceptable to UNICEF Yemen proposed by the MoE under the prior endorsment of the IMSC following the selection process established in the FPA and the GPE OM
GPE Unit Manager within the MoE (GPEUM). The GPE Unit will be headed by a GPE Unit Manager (GPEUM) who will:
Concerning the GPE Programme implementation:

  • Follow up on the provision of funds for all activities of the GPE Programme approved Annual Work Plan (AWP) plan submitted by the MoE and no-objected by UNICEF Yemen within the time allotted for each activity;
  • Follow up on the compliance of the financial management with approved financial cycle and ensure the carrying out of the financial management of the grant in accordance with the FPA and the OM in a context of transparency, accountability and effectiveness of control and auditing;
  • Coordinate the implementation of sub-component 3.4 – GPE Programme Management – under the GPE Programme;
  • Participate in the discussion of AWPs and detailed budgets for the programme, including those with the IMSC;
  • Coordinate, monitor and supervise all aspects of the plans and the various components of the programme;
  • Participate in the monitoring and evaluation of the performance of the programme and the development of strategies required in a transparent manner through the involvement of all relevant authorities;
  • Keep the relevant authorities timely informed of any difficulties that may hinder the implementation of the GPE Programme and participate in the development of strategies required to overcome these difficulties.
  • Coordinate with the competent authority of the MoE to overcome any difficulties that may hinder the implementation of programme activities;
  • Participate in the preparation of financial reports required on a regular basis;
  • Participate in the preparation of quarterly and half-yearly performance reports;
  • Actively participate in the JARs; and
  • Follow up with the MoE to select specialists who will participate in the process of analysis and documentation of applicants for the vacancies in consultancy, supplies, equipment and procurement in accordance with the specifications and ToRs.

Concerning the management of the GPE Unit within the MoE:

  • Directly supervise the entire operation of the GPE Unit within the MoE;
  • Follow up on the progress of implementation by the staff of the unit in accordance with the ToRs of each staff member;
  • Ensure the compliance of the procurement officers with the controls specified in the OM;
  • Contribute to the review of unit costs and expenses related to procurement and the various financial requirements;
  • Supervise the preparation and equipment of the headquarters of the GPE Unit; and
  • Monitor and evaluate the performance of the PAU’s employees and proposing development and training programmes for the staff.

Qualifications: The person to be selected for this assignment will meet the following qualification requirements:

  • Formal accamic qualification (aminimum of a Bachelor degree) preferly in Education.
  • A minimum of 10 years of relevant experience .
  • Understanding of policy development and ability to undertake policy discussion with senior gverment official, UNICEF and dondos.
  • Ability for effective interaction and communication with stacholders, management and staffm as well as with local and international consultants.
  • Familiar with Donors-financed projects will be an advantage.
  • Strong oral and written capapilities in both Arabic and English.
  • Excellent computer knowledge and experience,

The Financial Officer at the GPE Unit within the MoE will support the GPEUM to carry the tasks described above as they refer to the overall financial management of the sub-components of the GPE Programme under the MoE except the civil works component under the direct responsibility of UNICEF Yemen through qualified contractors.
In particular, the Financial Officer will:

  • Manage and supervise all the daily financial activities of the GPE Programme for which the MoE is responsible;
  • Ensure to maintain, through the accountant, proper accountability procedures and internal controls to ensure protection of the assets of the program;
  • Supervise the GPE-Programme accounts of the GPE Unit at CB for external funds and Central Bank for the local fund
  • Ensure that the integrated financial reports of the GPE Programme, which the GPE Unit is responsible for, are completed in a timely and sufficient manner in terms of content to enable the management of the MoE and development partners to assess the financial status of the GPE Programme;
  • Work as a focal point for any dialogue on subjects of financial management associated with the GPE Programme as may be required by development partners;
  • Report to and update to the GPEUM on a regular basis on the status of activities and financial matters and follow up with the MoE, other ministries, and institutions on issues related to finance and other programme issues as may be required by the GPEUM or development partners (LEG, CA and UNICEF Yemen);
  • Contribute to the preparation of the quarterly financial report at intervals and financial data and other programme progress reports as required using the reporting template agreed with UNICEF Yemen;
  • Assist the Internal Auditor from the GPE Unit as required by the Internal Auditor and/or development partners (LEG, CA and UNICEF Yemen); and
  • Facilitate annual audits performed by the external auditor of the financial statements and quarterly review of financial management reports;

Qualifications: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting or Business Administration with major in accounting and finance.
  • Minimum of 5 years of professional experience in a financial management and accounting position preferably in Non-Governmental organizations.
  • Familiarity with the government’s and GPE financial management requirement is a plus.
  • Computer literate and ability to use accounting programs and software effectively.
  • Proficiency in both Arabic and English verbal and writing skills,
  • Good interpersonal and communication skills.

The accountant will support the GPEUM to carry out the tasks described above as they refer to the accounting of the GPE funds allocated to all the sub-components of the GPE Programme under the MoE except the civil works component under the direct responsibility of UNICE Yemen through qualified contractors.
In particular, the Accountant will:

  • Carry out the accounting of all the daily financial activities of the GPE Programme for which the MoE is responsible;
  • Maintain proper accountability procedures and internal controls to ensure protection of the assets of the program attuned to the FPA and the GPE OM;
  • Carry out the accounting of the GPE Unit at the Central Bank of Yemen, the dollar account and the subaccount;
  • Assist the Internal Auditor from the PAU as required by the Internal Auditor and/or development partners (LEG, CA and UNICEF Yemen);
  • Assist the external auditor carry out the annual audit of the financial statements and quarterly review of financial management reports; and
  • Ensure the use of the following accounting records:
  • Requests for direct withdrawal;
  • Claim Form (the private account);
  • Bank Payment Bonds;
  • Bank Receipt Bonds;
  • Account Settlement Reports;
  • Cash Payment Document;
  • Allowance Request Form;
  • Budget Preparation Form;
  • Daily Receipts and Orders;
  • Records of fixed assets;
  • Records of uses/expenditure;
  • Records of the General Ledger; and
  • Records of the petty cash

Qualifications: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting or Business Administration with major in accounting and finance.
  • Minimum of 5 years of professional experience in a financial management and accounting position preferably in Non-Governmental organizations.
  • Familiarity with the government’s and GPE financial management requirement is a plus.
  • Computer literate and ability to use accounting programs and software effectively.
  • Proficiency in both Arabic and English verbal and writing skills,

The Internal Auditor within the GPE Unit will assist the GPEUM to carry the tasks described above adhering to the financial and other regulatory systems stated in the FPA and the GPE OM. The internal auditor will also be responsible for the internal review/audit to ensure that the programme and staff adhere to the provisions of the FPA and the OM.
The Internal Auditor will:

  • Develop a Work Plan for the Internal Auditor Unit (IAU);
  • Ensure that the existing information system, control measures, and control environment in the GPE Unit are sufficient and ensure the commitment to all provisions of the FPA and the OM;
  • Monitor the compliance of the GPE Unit with the internal audit procedures contained in the FPA and OM;
  • Propose changes to the procedures included in the OM based on lessons learned derived from the implementation of the GPE Programme;
  • Ensure the validity of the payments during the audit of the GPE Programme and ensure that the tasks, the payments of which are claimed, have been completed in accordance with contractual arrangements;
  • Review the efficiency with which the components of the programme are carried out on a continuous basis and make improvement recommendations; and
  • Prepare quarterly reports that identify key issues of internal audit and deviations from regulations and procedures and offer recommendations to amend the existing procedures and regulations included in the OM, so as to lead to more effective compliance and higher implementation efficiency.

Qualifications: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting or Business Administration with major in accounting and finance.
  • Minimum of 5 years of professional experience in a financial management and accounting position preferably in Non-Governmental organizations.
  • Familiarity with the government’s and GPE financial management requirement is a plus.
  • Computer literate and ability to use accounting programs and software effectively.
  • Proficiency in both Arabic and English verbal and writing skills,

The Procurement Officer within the GPE Unit in the MoE will support the GPEUM to carry the tasks described above as they refer to the acquisition of goods, services and supplies as well as the selection of qualified consultant individuals or firms required for the implementation of the sub-components of the GPE Programme under the MoE except the civil works component under the direct responsibility of UNICE Yemen through qualified contractors.
The Procurement Officer will work closely with each sector of the MoE and the GEOs with respect to procurement matters in general.
The Procurement Officer will:

  • Based on the each Sector’s procurement plan of the MoE, the Procurement Officer will follow up and coordinate the approval with concerned authorities of UNICEF and MoE;
  • Review the Procurement Plan of the GPE Programme every four months and ensure the distribution of the revised plan to all sectors involved in the implementation of the GPE Programme and development partners (LEG, CA and UNICEF Yemen);
  • Upon request, the Procurement Officer will prepare a list of all the goods required for the GPE Programme to be purchased in batches as per the defined procurement process;
  • Announce and prepare documents and tenders as needed;
  • Work with the relevant sectors of the MoE in the development of the ToRs for the selection of consulting firms;
  • Prepare and ensure the dissemination of specific and general purchase request of all goods and invitations for the consulting firms to submit their proposals;
  • Ensure that the documents have received the appropriate approval according to the financing agreement;
  • For local tenders:
    • Open tenders;
    • Evaluate bids;
    • Award contracts;
    • Prepare bid opening reports; and
    • Prepare evaluation reports, according to approved guidelines.
    • Prepare contracts and ensure their approval, signing, and notification in a timely manner in accordance with the procedures described in the OM;
  • Pre-inspect and receive goods ensuring that they are in compliance with the specifications and quantities in the purchase orders and contracts;
  • Arrange for the good care and expedient delivery of goods to the requested sector of the programme and follow-up on the installation according to the contract and target dates in the implementation schedules;
  • Work as a focal point for any dialogue on the topics of procurement management associated with the GPE Programme according to the requests of the financiers of the program;
  • Report and update the status of the GPE Programme procurement activities and issues and follow up with the MoE, other Ministries and institutions with respect to procurement related as requested;
  • Contribute to the quarterly reports of the GPE Programme management;
  • Ensure commitment to the procurement procedures provided in the OM at all stages;
  • Fulfill the requests of equipment received from the GPE Unit within the time specified in the OM; and
  • Upon Quotations, documents relating to equipment and ensure their wholeness and compliance with legal requirements;
  • Coordinate the PC

Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting, Business Administration or Education.
  • Not less than 5 years of proven experience in working in the field of Procurment having some familiarity with the Procurment schemes utilized in other GPE or UNICEF-financed programmes.
  • Fluent in writing, reading and communicating in Arab and English.
  • Good analytical and computer skills.

The Assistant to the Procurement Officer in the GPE Unit within the MoE will assist and support the Procurement Officer to carry out the tasks described in above as per internal arrangements agreed with the GPEUM as required.
Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting, Business Administration or Education.
  • Not less than 3 years of proven experience in working in the field of Procurment having some familiarity with the Procurment schemes utilized in other GPE or UNICEF-financed programmes.
  • Fluent in writing, reading and communicating in Arab and English.
  • Good analytical and computer skills..

The Monitoring and Evaluation Officer within the GPE Unit of the MoE will support the GPEUM to carry the tasks described above as they refer to all the monitoring, reporting and evaluation required in the implementation of all the GPE Programme sub-components under the MoE except the civil works sub-component 2.1 under the direct responsibility of UNICE Yemen through qualified contractors.

The Monitoring and Evaluation Officer will submit, through the GPEUM, reports to the concerned authorities according to the periodicity established in the FPA and the GPE OM.

The Monitoring Officer will:

  • Prepare the monthly progress reports on implementation according to the FPA and the GPE OM;
  • Prepare the quarterly reports on the performance of implementation of the programme and provide inputs for the preparation of quarterly reports, which will be provided by the other departments of the GPE Unit;
  • Work with the Divisions of the MoE and the Technical Office of the MoE to ensure proper coverage in follow-up reports in accordance with the control indicators of the programme;
  • Cooperate with the staff of the MoE at the central level and the staff of the GEOs who are responsible for overseeing all the components of the programme in coordination with the General Administration of Statistics and Planning in order to obtain sufficient information for follow-up reports;
  • Implement random visits to GPE Programme target sites for follow-up reports to assess the quality of the programme and propose practical measures for improvement;
  • Update the data of the GPE Programme performance indicators according to the inputs of the programme progress reports based on established procedures;
  • Review and update models for continuous data collection, monitoring and evaluation reports and amend them on the basis of the experiences gained through implementation of the program;
  • Contribute to the mid-year review report of the GPE Programme and prepare completion reports, including arranging impact studies as required;
  • Work as a focal point for any dialogue on topics related to the monitoring and evaluation of the programme as requested by development partners;
  • Coordinate with the UNICEF Yemen concerning the implementation of the civil works component of the GPE Programme and integrate the completion reports of civil works, prepared by the contractors and no-objected by UNICEF Yemen, in the GPE Programme reports;
  • Report regularly according to approved forms;
  • Develop effective monitoring and evaluation tools for the GPE Programme, as required from time to time;
  • Assist the internal auditor in the GPE Unit to ensure compliance with the requirements of transparency, supervision and accountability in the utilization of GPE Programme financial funds; and
  • Assist the supervising missions through the provision of data on implementation and other data as required.

The Monitoring and Evaluation Officer will support the GPEUM monitor the effectiveness of the skill transfer strategy for financial management activities and other activities for which institutional capacity buildup is required (as described in Chapter 4 of the OM) by: (i) carrying out random spot-checks of this skill transfer program; (ii) reporting the MoE, the IMSC, the GPE Unit of the MOE, UNICEF Yemen, the CA and the LEG about the monitoring findings; (iii) recommending in the process, corrective and/or preventive measures to ensure that the mentoring training achieves its intended objectives; and (iv) following up on the compliance of the agreed preventive and/or corrective measures.

In this role, the monitoring officer will assess the acquisition of management skills as per the agreed intermediate observable indicators (milestones) included in the contracted training/mentoring program for GPE Programme financial related activities and if approved (meaning, achieving the final outcome indicators included in the contracted training/mentoring program), recommend the GPEUM to certify the acquisition of these skills.
Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • Higher education in economics, public administration, management or related field. Not less than 5 years of proven experience in working in the field of monitoring and evaluation and having some familiarity with the monitoring and evaluation schemes utilized in other GPE or UNICEF-financed programmes.
  • Fluent in writing, reading and communicating in Arab and English.
  • Proven team working, coordination, communication, and presentational skills.; and
  • Good analytical and computer skills. This criterion to weight 10 point.

The Assistant to the monitoring and evaluation officer in the GPE Unit within the MoE will assist and support the Monitoring and Evaluation Officer carry out the tasks described above as per internal arrangements agreed with the GPEUM as required.
Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Social Sciences, Development Studies or related field.
  • A minimum of 2 years of professional experience in reporting, monitoring & evaluation.
  • Excellent Arabic and English verbal and writing skills,
  • Excellent computer knowledge and experience,
  • Training in M&E is an added advantage,
  • Good interpersonal and leadership skills,
  • Good skills in presentation, documentation and information management,
  • Good networking, facilitation and co-ordination skills.

The Administrative Assestant in the GPE Unit within the MoE will support the GPEUM carry out the tasks described above as they refer to the implementation and oversight of the administrative services required in the day-to-day management of the GPE-Programme Unit, in particular those refered to the management of the GPE Unit Staff.
The adminstrative Assistant will:

  1. Assist the GPEUM in addressing administrative and operational issues, necessary to facilitate the GPE Programme functioning;
  2. Support the adminsitrative operations required in the day-to-day management of the GPE Unit withinn the MoE .
  3. Support GPEUM in the orientation and training of the GPE Unit staff;
  4. Maintain a safe and secure working environment;
  5. Developpersonal growth opportunities within the parameters of the FPA and the GPE OM as demanded by the implementation requirements of the GPE-Programme;
  6. Communicate to the GPE Unit staff their job expectations and will discuss with them from time-to-time the findings of their job performance assessment, ensuring, if necessary, appropriate counseling where required;
  7. Provide, in conjunction with the procurement officer, the required office space, goods and supplies including printed materials, furniture and equipment required for the day-to-day operation of the GPE Unit within the MoE, following the procurement procedures set for in the FPA and in the GPE OM;
  8. Ensure through the Administrative Unit Secretary, the provision of the space, goods, supplies and other items required for the carrying out of the GPE-Programme required meetings; and
  9. Maintain, through the Administrative Unit Secretary and the Accountant, an updated filing and retrieval system including the financial information of the GPE Unit operational eligible expenditures.
  10. Coordinate with PC for receiving monthly and quarterly reports from sectors coordinatoers.

Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a Bachelor’s degree in Accounting, Business Administration or Education.
  • A minimum of 5 years of professional experience in the management.
  • Fluent in writing, reading and communicating in Arabic and English.
  • Proven team working, coordination, communication, and presentational skills.
  • Good analytical and computer skills..

The Secretary in the GPE Unit will support the Adminsitrative Assistance to carry its envisaged activities described above. In particular, the Secretary will:

  • Register and maintain incoming and outgoing GPE Programme-related communication;
  • Provide written translation of communication and correspondence;
  • Arrange meetings, seminars, workshops and other related events;
  • Interpret during meetings, workshops, seminars and other related events;
  • Translate key GPE Programme-related documents from English into Arab and vice versa at the request of the GPEUM; and
  • Perform secretarial functions in the office of the GPE Unit.

Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a high school degree or diploma in secretary or in Social Sciences, with at least 3 years’ experience in office logistic management.
  • Excellent Arabic and English verbal and writing skills,
  • Proficiency in computer knowledge and experience,
  • Good networking, facilitation and co-ordination skills

The Driver in the GPE Unit will support the GPEUM carry out its activities as described above with reference to the mobility of staff/persons and goods as indicated by the GPEUM through the Adminsitrative Assistant.
Qualification requirements: The person to be selected for this assignment will meet the following qualification requirements:

  • A minimum of a high school degree, with at least 3 years’ experience in this feild.
  • Good in Arabic and English verbal and writing skills,
  • High experience in driving and has a car license.