Organizational Setting and Work Relationships
The Assistant Project Control Officer is part of the multi-functional team. In coordination with DFAM¿s Implementing Partnership Management Service, s/he is responsible and accountable for providing substantive support, guidance, and oversight on the effective management of the Enhanced Framework for Implementing with Partners (the Framework) as well as oversight on the effective management of Direct Implementation.
Complementary to programme management, s/he will support and conduct analysis and assessment of risks associated with partnerships and direct implementation, policy compliance, operational practices, mitigation measures and gaps and make technical recommendations or decisions in line with the principles of the Framework, of UN/UNHCR¿s financial rules, policies and regulations and operational context.
The incumbent prompts partnership integrity and other safeguarding mechanisms for ensuring sound stewardship and accountability of funds entrusted to partners or through direct implementation arrangements (e.g. contracts for the procurement of goods and/or services) to ensure resources are used in the most efficient and effective manner to attain the best results for persons of concern.
The Assistant Project Control Officer will promote dialogue and consultations for strengthening partnerships and have frequent contacts with UNHCR colleagues, particularly project control and programme staff. S/he may have contact with external stakeholders, such as UNHCR-funded partners, auditors, oversight bodies, and host governments on matters related to partnerships. The incumbent will be mindful of all dimensions of partnerships in accordance with the Principles of Partnership, the Code of Conduct, UN/UNHCR¿s financial rules, policies and regulations and other relevant documents.
In the Regional Bureaux, the incumbent works under the supervision of the Regional Controller. In the Country and Multi-Country Offices, the incumbent normally works under the direct supervision of the Representative or Deputy Representative, Head of Office or (Senior) Project Control Officer, as applicable.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
Duties
– Participate in the annual assessment and planning cycle.
– Review that project agreements are in conformity with Country Operation Plans and UNHCR¿s rules, policies and procedures.
– Formulate and implement a performance project monitoring plan in collaboration with the Programme Unit and MFT.
– Participate in the development of the direct implementation monitoring plan in collaboration with the Programme Unit and other relevant functions.
– Support Programme and other relevant functions in the selection of implementation modalities.
– Track the management of project and direct implementation risks in collaboration with the Programme Unit, and report major risks to senior management.
– Review, analyse and verify Financial and Performance Partner Reports (PFR and PPR), and check accuracy and consistency between PFR and PPR, in accordance with partnership agreements.
– Undertake missions within the geographical area of responsibility.
– Monitor, track and verify that expenditure for direct implementation by UNHCR is in line with the approved budget.
– Conduct reviews of the internal control systems of partners and provide advice as required.
– Provide feedback and recommendations of identified variants, risks and issues to the partner, Programme Unit and escalate to management as required.
– Prepare project control reports with the current status of programme implementation and financial status.
– Carry out timely project closure in coordination with the programme unit.
– Provide input to the mid- and end-year programme review process on issues related to project control and risk management.
– Maintain professional relationships with partners and UNHCR¿s contractors.
– Keep up-to-date with all UNHCR rules, regulations and procedures necessary to perform these duties.
– Report on financial and operational performance and risks related to projects and activities under direct implementation, and escalate issues to senior management.
– Recommend acceptance or non-acceptance of Partner Reports and payment of instalments.
– Advise on improvements related to implementing partnership and direct implementation management and internal controls.
– Contact partners for project related matters.
– Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree
Field(s) of Education
Business Administration; Economics; Management;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Accounting; Auditing; Assc Chartered Certificate Account
Chartered Inst. Of Management Account
Institute of Mgmt Accountants
Chartered Accountant
Certif. Practising Accountant
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Good knowledge of international auditing standards.
Desirable
Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good understanding of the workflows of major Enterprise Resource Planning financial modules (such as PeopleSoft, SAP or Oracle). Working experience with accrual accounting (such as IPSAS or IFRS).
Functional Skills
PM-Project Monitoring
FI-International Auditing Standards
EL-Monitoring and Evaluation
DM-Data Collection and Analysis
CO-Reporting skills
FI-Financial auditing
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
– 3 years of experience in project control, programme or finance;
– Experience with providing substantive support, guidance, and oversight on the effective management of the Enhanced Framework for Implementing with Partners (the Framework) as well as oversight on the effective management of Direct Implementation.
– Experience with support and analysis and assessment of risks associated with partnerships and direct implementation, policy compliance, operational practices, mitigation measures and gaps and make technical recommendations or decisions in line with the principles of the Framework, of UN/UNHCR’s financial rules, policies and regulations and operational context.
– Experience in MFT.
Required languages (expected Overall ability is at least B2 level):
,
Desired languages
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
The scale of Syria operation, budget size, security challenges, geographical area covered by UNHCR poses serious operational challenges to managers thereby increasing need for Project Control function a key advisory function in resource management and financial reporting.
Sub Office Aleppo is classified as an E duty station with security level IV. The incumbent is supervised by Head of SO Aleppo therefore providing support and advice in ensuring that risks, including financial transactions, are consistent with the implementing instruments and financial rules of UNHCR. The incumbent will also maintain functional contact with Senior Project Control Officer Based in Damascus to maintain synergy in implementation of Project Control work plan developed at country level.
Extensive finance and audit skills complemented with solid technical knowledge of MSRP and FOCUS, exceptional analytical skills, and tactful techniques are needed in dealing with Partners, Government counterparts, Project auditors, Office of the Internal Oversight (OIOS) as well as liaising with the IMAS (Implementation Management & Assurance Service) and Regional Project Control unit in the MENA Bureau.
S/he is focal person on all audit issues within SO Aleppo and required to work in close collaboration with all partners implementing projects within coverage area. S/he leads financial verification for Partners and works in coordination with other Units to strengthen the role of Multi-functional Team in the office. The incumbent is also expected to coordinate the risk register exercise with MFT as well as assist MFT in functions like concluding the procurement capacity assessment of Partners, CFR (Country Financial Reports) and provide field-oriented solutions to sometimes complex problems faced by Partners, UNHCR Programme, Protection, Supply and other units.
The incumbent will be supervising one Project Control Associate and therefore great sense of initiative, teambuilding skills, communication, problem solving, decision-making skills and proven record of inter-personal skills are paramount to the nature of culture and staff in Aleppo. S/he should be able to work effectively with people from all backgrounds and be comfortable working with large workforce that demands respect and appreciates leadership. Political sensitivity, effective resource management skills, pro-activeness and maturity are crucial for effective management of workforce and ensuring the best results in the operation.
Living and Working Conditions:
Sub-Office Office Aleppo currently covers Aleppo Governorate. The area has experienced conflict-induced internal displacement which continues unabated, with multiple causes and patterns, and the overall situation has become increasingly protracted. There are spontaneous returns of groups of IDPs occurring in areas where hostilities have ceased and a certain level of stability has been reached, especially eastern/rural Aleppo. However, in general the area continues to experience military hostilities, particularly in certain regions such as the northern part of the Governorate towards Idlib, Afrin area and the Turkish border areas. The security situation in Aleppo is relatively calm and no new clashes have been reported since few months ago. Surroundings remain insecure with reports of deteriorating humanitarian, health, living and security conditions. UNHCR and other UN agencies and their local partners have continued to provide multi-sectoral humanitarian assistance. Currently we have 58 staff members, with 9 international and 49 national staff.
The present security situation in Syria also creates pressures at work and in daily life as priorities are frequently upended for other urgent ad hoc tasks as well as visa/residency permit approval also creates pressure at work, as priorities are frequently changed, and all staff expected to cover others functions as required. The incumbent should be prepared to work under such conditions and be able to manage stressful situations. Syria is officially a non-family duty station with a four-week R&R cycle (to Amman) and the security situation remains volatile.
All staff members are residing in the hotel accommodation. Curfew applies due to the security situation in Aleppo all international staff members are living in Al Shahba Hotel. Medical facilities are considered to be inadequate, however, there is a UN doctor at the Shahba Hotel. UNHCR is the only UN agency having an office outside the hotel and all other UN agencies have set offices in the same hotel. Most of the convoys require security escorts, especially outside Aleppo city using always armed vehicles. The R&R travel is about 6 hours from Aleppo (Syria) to Beirut (Lebanon) where UNHCR staff normally stay overnight to take flight the next day from Beirut-Rafic Hariri International Airport.
Additional Qualifications
Skills
Auditing, PG-Programme Monitoring, PG-Results-Based Management, PM-Project Monitoring, Project Controls, TR-Capacity Buidling, TR-Coaching/mentoring
Education
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
Certifications
IPSAS_Accrual Account/Basics – Other
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
Compendium
Add.2 to Bi-annual Compendium 2022 – Part B
Functional clearance
This position requires Functional Clearance
How to apply
For a full job description and to apply, interested candidates are requested to visit https://bit.ly/3HQNfUB
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
Closing date of receipt of applications: 16 February 2023 (midnight Geneva time)
