Senior Project Control Associate

DNon Family with Residential LocationNon Family with Residential LocationAddis Ababa,Eth Fed Dem RepGS7General Service

Reason

Regular > Regular AssignmentNo2024-01-01November 30, 2023

Senior Project Control Associate

Organizational Setting and Work Relationships
The primary functions of project control are to complement programme management and provide support for oversight of projects including the formulation of a monitoring plan, quality assurance, and verification. Other activities of project control include: review of project agreements, project audit, monitoring that there is synchrony between financial and operational performance, participation in multi-functional monitoring activities and reviews, tracking project risk management, and supporting project closure.
It is essential to maintain segregation of duties between project control and programme functions for effective accountability and oversight. Where there is no Project Control Officer, General Service staff performing project control functions should report directly to the Head of Office.
The Senior Project Control Associate receives general guidance and work plans from the supervisor. They work independently on regular assignments under the supervision of the Project Control Officer or to the same management level as programme. The incumbent normally supervises other general service staff.
Project Control staff play a very important role in maintaining harmonious and effective partnerships, and often interact with implementing partners. As a result, incumbents need to be very mindful of all dimensions of partnerships in their interaction with partners (in accordance with the Principles of Partnership, the Code of Conduct and other relevant documents).

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
- Contribute to reviewing the internal control systems of implementing partners.
- Contribute to reviewing that IP agreements are in conformity with Country Operation Plans and UNHCR's rules, policies and procedures.
- Monitor that a complete record is maintained for all projects.
- Contribute to reviewing, analyzing and verifying Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and to checking accuracy and consistency between IPFR and IPR, in accordance with project agreements.
- Ensure that the funds obligated under an IP agreement permit the payment of the next installment or a disbursement, confirming the status of installments already paid.
- Support timely project closure in coordination with the programme unit.
- Contribute to tracking the management of project risks in collaboration with the programme unit, and report major risks to senior management.
- Monitor, track and verify that expenditure for direct implementation by UNHCR is in line with the approved budget.
- Bring to the attention of supervisors and programme officers any significant variances at the office level in: budget execution, percentage of project execution, time schedule, and quality of projects against specifications or terms and conditions.
- Maintain professional relationships with implementing partners.
- Keep up-to-date with all UNHCR rules, regulations and procedures necessary to perform these duties.
- Recommend acceptance or non-acceptance of IPRs and payment of instalments.
- Advise on improvements related to project management and internal controls.
- Contact implementing partners for project related matters.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Accounting, Auditing, Business Administration,
Finance, Project Management
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Excellent computer skills, in particular in MS Office applications.
Excellent communication skills.

Desirable
Good knowledge of United Nations financial rules and procedures.
Good understanding of accrual accounting (such as IPSAS or IFRS).
Working experience with ERP financial modules (such as PeopleSoft, Oracle or SAP).

Functional Skills
FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc)
FI-Financial auditing
IT-Computer Literacy
IT-ERP (Enterprise Resource Planning) Functional Knowledge
RM-Risk Management
IT-Enterprise Resource Planning (ERP)
(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.

This role requires an understanding of programme management and project oversight skills and experiences including the formulation of a monitoring plan, quality assurance, and performance and financial verifications. Other activities of project control include a review of project agreements, project audit, monitoring that there is synchrony between financial and operational performance, participation in multi-functional monitoring activities and reviews, tracking project risk management, and supporting project closure.

S/he has to have a good understanding of UN Organizational Regulatory frameworks, policies, and processes. S/he should have a record of working with functionally and culturally diverse teams. Strong interpersonal, communication, analytical, and diplomatic skills are mandatory for this position. The incumbent should have the ability to collaborate with stakeholders, including Government authorities and both UNHCR-funded and operational partners to effectively execute his/her function.

Working in teams, diverse environments, and cultural sensitivity are essential for this position. The incumbent should demonstrate good English language knowledge both written and oral and having knowledge of the local language (Afari) is considered as an additional advantage.English

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Amharic

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Senior Project Control Associate works under the supervision of the Head of the field office in Samara. The Office in Samara plays a crucial coordination role in supporting IDPs and PoCs across the region, namely refugees and IDPs.

The UNHCR Field Office Samara consists of two Field Units UNHCR Field Unit Aysaita, and UNHCR Field Unit Barahle. The refugee camp of Barahle counts as of September 2023 23,198 refugees. While the Aysaita refugee camp counts 26,396 refugees as of September 2023. Aysaita is 70km far from Samara, and Barahle is about 480km far from Samara.

Since July 2021, UNHCR has scaled up its interventions in the Afar Region following the conflict in the Tigray Region and subsequent internal displacements. With its partners, UNHCR is responding to the emergency caused by internal displacement by distributing core relief items, and emergency shelter kits; enhancing its protection activities and actively participating in the coordination of the response together with the UN Sister Agencies, (I)NGOs as to support the regional authorities of Afar to respond to the multiple and urgent needs. As of January 2022, the estimated displacement in the Afar Region, according to governmental sources, counted 413,000 IDPs. However, with the engagement of all humanitarian actors, including the government party, DRM, and UNHCR, most of the IDPs were returned to their place of origin as of the beginning of 2023.

UNHCR is therefore increasing its staffing resources to respond to the additional needs, including the provision of relief assistance, protection, and coordination.

The primary functions of project control are to complement programme management and provide support for oversight of projects including the formulation of a monitoring plan, quality assurance, and verification. Other activities of project control include review of project agreements, project audit, monitoring that there is synchrony between financial and operational performance, participation in multi-functional monitoring activities and reviews, tracking project risk management, and supporting project closure.

It is essential to maintain the segregation of duties between project control and programme functions for effective accountability and oversight. Where there is no Project Control Officer, General Service staff performing project control functions should report directly to the Head of Office.

The Senior Project Control Associate receives general guidance and work plans from the supervisor. They work independently on regular assignments under the supervision of the Project Control Officer or to the same management level as programme. The incumbent normally supervises other general service staff.

Project Control staff play a very important role in maintaining harmonious and effective partnerships and often interact with implementing partners. As a result, incumbents need to be very mindful of all dimensions of partnerships in their interaction with partners (in accordance with the Principles of Partnership, the Code of Conduct, and other relevant documents).

Living and Working Conditions:

Staff members should be prepared to operate under challenging conditions with limited resources in the Semera UNHCR Field Office and camps, Aysaita and Barahle.

The Field Office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no COVID-19 protocols adhered to by the camp(s) population. Staff wear masks but will often work with large groups of refugees who do not. There are several clinics and pharmacies within a 5 km radius of Samara that offer basic services. The nearest hospital, run by the government, is located 10km away. It is recommended that staff with prescriptions should come with at least 3 months of prescription medication. There are, however, daily one-hour flights to the capital city, Addis Ababa, which could facilitate the replenishment of medical and other supplies. The region is extremely hot, especially from May to September. Consequently, the region is open for business from 7:00 am until 6:00 pm with most commercial and government entities closing between 12:00 noon to 03:00 pm.

Presently, being a newly opened office, the Samara Field Office does not offer guest house services. Staff will have to rent in nearby hotels or subject to availability, seek accommodation in the WFP guest house.  Banking services including ATM, Visa, and Mastercard services are available in this town.

It is advised in some hotel facilities to exercise caution with regard to abiding by Islamic rules and customs. Seek guidance and orientation from your Admin officer upon arrival.

Additional Qualifications

Skills

FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), FI-Financial auditing, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), IT-ERP (Enterprise Resource Planning) Functional Knowledge, RM-Risk Management

Certifications

Accounting - Other, Auditing - Other, Business Administration - Other, Finance - Other, Project Management - Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance