Associate Project Control Officer

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Associate Project Control Officer

ORGANIZATIONAL CONTEXT

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. Therefore, the incumbent should report directly to the same senior management level as programme, i.e. Country Representative, Deputy Representative, Head of Office. The incumbent may supervise national staff.

Project Control Officers 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).

FUNCTIONAL STATEMENT

Accountability

- A project monitoring plan is in place and implemented in collaboration with multi-functional teams (MFT).
- Assurance of project implementation and delivery of expected results within budget/resources, timeframe, and in accordance with project agreements is provided.
- Resources transferred to implementing partners are utilized for the intended purposes and in accordance with project agreements.
- Performance delivery and financial expenditure reported by implementing partners are accurate and consistent.
- Sufficient and adequate internal controls are in place for the management of projects and activities.
- Programme and senior management are promptly informed of major variances and risks in the execution of projects (budgets, finance, implementation or timeframe).
- Project audit certificates are obtained in a timely manner, and recommendations are implemented.

Responsibility

- Participate in the operation's 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 project monitoring plan in collaboration with the programme unit and MFT.
- Track the management of project risks in collaboration with the programme unit, and report major risks to senior management.
- Review, analyze and verify Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and check accuracy and consistency between IPFR and IPR, in accordance with project 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 implementing 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 implementing partners.
- Keep up-to-date with all UNHCR rules, regulations and procedures necessary to perform these duties.
- Perform other duties as required.

Authority

- Report on financial and operational performance and risks related to projects, and escalate issues to senior management.
- 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.
- Have unlimited access to financial and operational records relating to projects.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Undergraduate degree (equivalent of a BA/BS) in Accounting, Finance, Public or Business Administration, Economics or related field, OR undergraduate degree in another field combined with a professional qualification in accounting, auditing or finance (CPA/CIA or equivalent) plus minimum 3 years of previous job experience in the field of accounting/finance, project management, business analysis, quality assurance and/or risk management. Graduate degree (equivalent of a Master's) plus 2 years or Doctorate degree (equivalent of a PhD) plus 1 year of previous relevant work experience may also be accepted.
- Good knowledge of international auditing standards.
- Excellent computer skills, in particular in MS Office applications
- Excellent communication and negotiation skills.
- Knowledge of English and UN working language of the duty station if not English.

***For National Officer positions, very good knowledge of local language and local institutions is essential.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Professional qualification in accounting, auditing or finance (CPA/CIA or equivalent).
- Working experience of at least one year in an intergovernmental organization (United Nations or similar).
- Good knowledge of United Nations financial rules and procedures.
- Good understanding of the workflows of major Entreprise Resource Planning financial modules (such as PeopleSoft, SAP or Oracle).
- Working experience with accrual accounting (such as IPSAS or IFRS).
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Associate Project Control Officer positions. 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. C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M003L2 - Judgement and Decision Making Level 2
M006L2 - Managing Resources Level 2
X001L2 - Analytical Thinking Level 2
X004L2 - Negotiation and Conflict Resolution Level 2
X007L2 - Political Awareness Level 2 <p>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.</p>
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See below for this postion's Operational Context
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For those people applying for High Risk Duty Stations, we strongly encourage colleagues to read the country specific security and welfare profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). These profiles have been specifically designed to answer some of the key questions (on security conditions, medical provisions, staff welfare, living and working conditions) potential applicants might have before deciding to apply. Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care. This project is still in the pilot phase, and as such some of the information leaflets are being produced as we speak and might not be available yet. They will be soon, so keep checking. 

The incumbent, who will work under direct supervision of Project Control Officer, is expected to have sound experience and knowledge in financial management, programme management and accounting system, preferably MSRP. In addition to supporting partnership, the Associate Project Control Officer requires complementing programme management by providing oversight for projects including review of project agreements, formulation of a monitoring plan, quality assurance, project audit monitoring and verification. Furthermore, the position will oversee existence of synergy between financial and operational performance, participation of multi-functional teams in monitoring activities, tracking project risk management, monitoring of direct implementation and supporting project closure.  The Associate Project Control Officer requires working in coordination with programme, all sections/units and field offices to ensure that desired results are achieved, in order to meet the needs of refugees and other persons of concern in Sudan. The incumbent needs to support partner staff capacity building initiative of the operation. The trainings and capacity buildings are expected to be delivered in Arabic language. In addition, some partners may be difficult to deal with and require pro-activeness, foresight and diplomacy to positively engage them in a result-based partnership and achieve planned outcomes. Resilience and firmness need to be balanced with calmness and compassion.  Maintaining good working relations with host government officials who may be receiving instructions not fully compatible with UNHCR¿s principles is an additional challenge that will require good negotiation skills from the incumbent.  The profile of the Associate Project Officer should include cultural sensitivity, managerial competencies, good interpersonal relations, strong diplomatic skills and advanced knowledge in function of project control.
Although English is the working language of the duty station, knowledge of Arabic is essential. The candidate would be expected to be able deliver trainings and workshops in Arabic language and all the financial documents are in Arabic.  The Project Control Unit occasionally use translator to delivery trainings and this leads to lengthening of the workshop and increased costs. With an aim of increasing efficiency and effectiveness in partnership management, fluency in Arabic language is a requirement for the incumbent. UNHCR Sudan operation covers six major locations (Darfur, East, Khartoum, Kosti, Kadugli and Al Fula), each with distinct operational, political and humanitarian dynamics. The South Sudanese emergency response remains a major area of focus and the Associate Project Control Officer position requires an individual with extensive knowledge of all the operations to be able to interact with all actors, both internally and externally. In Sudan, UNHCR is focused on a number of key protection activities with an overall operational budget of more than US$41,000,000. Sudan is a fascinating and very challenging country operation, engulfing all aspects of UNHCR's protection mandate: a protracted refugee situation in Eastern Sudan, coupled with a continuous flow of a rather complex group of new arrivals mainly from Eritrea, but also from Ethiopia; urban refugees; prevention of statelessness and monitoring of populations at risk of statelessness and a large IDP operation with UNHCR as protection cluster lead. The Operation implements activities through 45 partner organizations; the vast majority of whom are local non-governmental organizations and government partners. Majority or most of partner staffs have little experience of project document preparation, reporting and other compliance project partnership agreement requirements. Some nationalities may find difficult to obtain visa to Sudan. Khartoum is classified as `C¿ family duty station with Level II security. Khartoum features a desert climate (at times very hot and dusty), with only the months of July and August seeing significant precipitation.  Its average annual temperature is about 37.1 °C (99 °F). Particularly, staff with allergy may be affected by the dust. Medical and leisure facilities are limited. It is possible to find decent houses and apartments with stable water and electricity supply. There are two international schools in Khartoum preferred by UN community which meet the language, cultural, curricula requirements. The incumbent may be required to travel extensively to project locations for monitoring, verification and capacity building. These locations have different living and working conditions; usually tougher than Khartoum. Security Level 2 pertains in Khartoum state. Staff sensitivity to Sudanese dress code is very important. Assigned staff needs to have completed the BSIF; BSIF2: ASIF modules and produce copies of certification. Driving in Khartoum poses the greatest threat to staff safety and staff should avoid the use of Tuk-Tuk taxies. Criminality is low in Khartoum but expat accommodation is being targeted. Accordingly international staff must ensure that their accommodation is MORSS compliant and guarded. The prevailing economic state of Sudan may lead to civil unrest and violent demonstrations as occurred in September 2013.

Please note that the closing date for all vacancies in the Add.4 to March 2018 Compendium is Wednesday 5 Septembe 2018 (midnight Geneva time).