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.

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 and international 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

- Quality assurance of project agreements is provided in accordance with applicable UNHCR rules and regulations.
- 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 of good quality, timely obtained, and recommendations are implemented.

Responsibility

- Participate in the operation's annual assessment and planning cycle.
- Support the selection and retention processes of implementing partners in accordance with UNHCR's rules, policies and procedures.
- 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.
- Inform management of cases where UNHCR may not adhere to its obligations under project agreements.
- Manage the selection and engagement process of audit providers for projects, and the execution of the audits, including obtaining reports, reviewing outcomes and following-up with recommendations.
- Carry out timely project closure in coordination with the programme unit.
- Participate in country-level programme training for implementing partners and UNHCR staff as necessary, as well as brief staff and implementing partners on project control and risk management.
- 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 (equivalent of a BA/BS) in another field combined with a professional qualification in accounting, auditing or finance (CPA/CIA or equivalent) plus minimum 6 years of previous job experience in the field of accounting/finance, project management, business analysis, quality assurance and/or risk management, of which at least 2 years in an intergovernmental organization (United Nations or similar). Graduate degree (equivalent of a Master's) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
- Excellent knowledge of international auditing standards, with a minimum of 2 years of practical experience in auditing.
- Good understanding of project and resource management.
- 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).
- Project management accreditation highly desirable.
- Risk management certification.
- Good knowledge of UNHCR systems (such as Focus and MSRP).
- Excellent 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 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. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M006L3 - Managing Resources Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing Level 3 <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. 

Experience in overseeing of projects including the formulation of a monitoring plan, quality assurance and verification plan.

Knowledge in tracking and identification of potential project risks.

Familiarity with Finance/Supply, HR/Payroll and Treasury Management MSRP modules as well as FOCUS planning & budgeting tool.

Experience in participation in multi-functional teams for country operations planning.

Good communication skills, flexibility and ability to work effectively under pressure.

Good networking skills and ability to  strengthen and develop collaborative relationship with the Implementing Partners and government counterparts needed for effective reporting on implementation of UNHCR's Partnership Agreements.

Demonstrated drafting skills in English. Ongoing conflict between the Houthi/Saleh alliance and the Saudi Led Coalition impacts civilians, refugees and is the cause of internal displacement. The war in Yemen, now in its third year, is exacting an unacceptably high toll on civilians, including on refugees, asylum seekers and internally displaced persons.The crisis has been further compounded by pockets of famine and the outbreak of cholera since April 2017, which has put much of the population at risk, including persons of concern. Facts and figures: 20.7 million people in need ; 1,980,510 Internally Displaced Persons (IDP) ; 84 per cent of IDPs displaced for more than a year ; 946,044 IDP returnees ; 280,623 refugees and asylum seekers (majority from Somalia and Ethiopia). Yemen is the only country in the Arab Peninsula that is a State party to the 1951 Convention relating to the Status of Refugees and its 1967 Protocol. The Government of Yemen (GoY) has not yet incorporated its obligations under the 1951 Convention into national refugee-specific legislation or established a refugee status determination (RSD) procedure. In the absence of such legislation, the legal status of asylum seekers and refugees is governed by a mix of decrees and provisions, inter alia, the Republican Decree N° 47 of 1991 on the entry and residence of foreigners. UNHCR has a Country office in Sanaa (21 int/83 nat staff), a Sub-Office in Aden (7 int and 55 nat staff), as well as field offices in Hodeida (1 int/9 nat staff), Saada (1 int/6 nat staff), Ibb (1 int/3 nat staff) and Kharaz (13 nat staff) Moderate climate, dry most of the year with temperatures going from 20 to 30 degrees. Sana'a is located at a highland 2,300 m above sea level. The level of medical facilities and services available are different from place to place around Yemen. For this reason, persons with pre-existing medical conditions must consider the implications of working in Yemen, and should take all possible steps to ensure that they are medically prepared, including carrying sufficient supplies of any necessary prescription or other medication. Movement and travel of international staff is limited to and from the UN Compound and offices only. Very limited possibility for leisure and recreational facilities. Stressful work context, therefore capacity for self-care is very important and personal security awareness is critical. In order to support and protect the health and well-being of its workforce, time-off are granted to the international staff. The aim is to ameliorate our work-life balance and take a break from isolated, difficult and dangerous working and living conditions. Rest and Recuperation (R&R) in Yemen consists of a 4-week cycle. The UN in general faces, as a result of those conflicts, three general types of risks: collateral damage due to the armed conflict between the SLC and the ASC, terrorism due to the presence of AQAP/IS, especially in the south, but also sleeping cells in the north, crime due to the economic/financial collapse of Yemen and the dramatic rise in the needs of Yemenis to feed and to provide medical care for their families, and hazard due to long road travels in armored vehicles on narrow roads with no maintenance. The working and living space are well protected and are MOSS compliant. All physical security mitigation measures are in place, which include guards, secured walls, protected windows, etc. The security situation dictates that all international UN personnel in Yemen must reside within UN or other UNDSS approved compounds. For instance, in Sanaa all UN personnel reside at the UN compound (UNCAF). Due to the unstable security situation, when travelling by road, UN International staff members must only move in armored vehicles (AVs). This includes pick-ups and drop-offs at offices and airports.  International staff must not travel in soft skin vehicles or in public transport of any sort. Road missions should be undertaken only under approved required security clearances. All staff members must do the mandatory Based Basic Security in the Field and Advanced Security in the Field. The SSAFE training is to be completed by all international staff before deployment to Yemen (note these certificates expire after 3 years and must be updated if required). Those who have attended SSAFE in another country within the previous three years need only attend a refresher course in Yemen. The incumbent will work under the direct supervision of the Representative.

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).