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.

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 them – before deciding to apply- to read the country specific security and welfare country 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). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.

 

Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.

 

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 time-frame).
- Project audit certificates are of good quality, timely obtained, and recommendations are implemented. The crisis in Kasai Central Province of the Democratic Republic of Congo (DRC) began in August 2016 with the violent uprising of a local militia (Kamuina Nsapu). It has spread to the Provinces of Eastern Kasai and Lomami. As a result, the civilian population started to flee outside the country in search of asylum. In April 2017, the Lunda Norte Province of Angola started to receive Congolese refugees, and in May 2017, UNHCR declared at Level 2 Emergency in the country. In Angola, 34,000 Congolese refugees were biometrically registered. No new arrivals are being reported in Angola at the time of writing.
Apart from the area already identified to shelter the refugee population, the government has a policy to expand the area if new influxes arise, as well as for additional activities such as agriculture and livestock. In order to operationalize the Interagency Contingency Plan for new influxes, the government has offered a space 7km north of Dundo to serve as new transit facility, and request for the rehabilitation of the current reception center.
The refugees were initially hosted in Mussunge and Cacanda reception centers, as well as Dundo¿s urban areas. The government of Angola allocated 27ha of land in the Lóvua District located at 100km to accommodate 30,000 refugees. Consequently, site development activities are being undertaken and refugees¿ relocation process has started since August 2017. Housing in Luanda is expensive and the quality is relatively low. There are frequent power cuts and houses therefore need to have their own generators. Water supply is frequently interrupted and buildings have water tanks that are filled by water supplied by trucks. Traffic is very congested and travel time defines areas that are suitable for living. Luanda is a category B duty station. RSMs include the payment of a security guard and an additional security guard for single female staff. Street crime such as assaults and theft from vehicles are common in some areas. Car theft have been reported. Houses need burglar bars, house breaking-in are on the rise. Angola is in phase 1 of the security phases and travelers to Angola are advised on their arrival to receive a security briefing. Travelers to Angola are required to present the yellow fever vaccination card upon arrival at the airport. Portuguese is the working language in all meetings with the Government and certainly with local suppliers and other interlocutors. Spanish and Italian speakers can understand conversation in Portuguese.

Please note that the closing date for all vacancies in the September 2018 Compendium is Thursday 18 October  2018 (midnight Geneva time).