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.

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 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.

The incumbent of this position will report directly to Project Control Officer, P3 in SO Erbil (Coordination Office)

The incumbent of the position would ideally have:
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- Excellent knowledge of UN Financial rules and regulations;
- Experience in financial verification of large-scale projects with multiple Donor earmarking;
- Experience in the emergency operations;
- Hands-on knowledge of UNHCR systems such as MSRP and FOCUS
- Experience in remote project management/monitoring;
- Excellent reporting skills;
- Knowledge of various Donor reporting requirements (including but not limited to EU, ECHO, PRM, etc);


He/she will:
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- Conduct evidence-based verification of received financial reports from partners,
- Provide feedback in existing reporting templates for review of the project control officer,
- Ensure refund of unspent balances and follow up proper recording with Finance unit,
- Record approved financial reports in MSRP,
- Initiate and finalize closure of agreements that are not subject to audit,
- On a weekly basis, monitor status of outstanding funds with partners (X21),
- Monitor closely status of extended agreements,
- Oversee recording of agreements installments and provide correction measures to Program unit,
- Assist program unit in provision of documentation to UNHCR auditors and other oversight bodies,
- Under the supervision of the project control officer, prepare the project risk register documents for partners for KRI,
- Ensure systematic information sharing with Program unit with an emphasis on pending installments,
- Oversee HQ support cost calculation of agreements to ensure compliance with the recent guideline. Since 2013, the Kurdistan Region of Iraq (KR-I) has received successive waves of displaced people resulting in a 30 per cent increase of the region¿s population. The KR-I now hosts more than one million displaced persons, including close to 240,000 Syrian refugees and up to 800,000 internally displaced persons (IDPs). In line with its mandate, UNHCR in the KR-I provides support and assistance to vulnerable displaced persons through its offices in Dohuk, Erbil and Sulaymaniyah Governorates.

The situation in the region worsened after 2014, when large portions of territory in Iraq fell under dispute. Ongoing operations, continuous massive waves of displacement, and a severe economic crisis in Iraq, have strained both the central government in Baghdad and the Kurdistan Regional Government (KRG). The capacity of the KRG to maintain effective services and respond to the needs of displaced populations has been particularly impacted. With active armed conflict subsiding in several areas of the country, it is expected that security will improve and IDP returns will accelerate in 2018. However, the effects of the economic crisis in KR-I will continue to be felt as will asymmetrical attacks impeding security in newly liberated and other areas close to the region. The lack of essential services, destruction of property, lack of income opportunities, and psychological trauma, will remain an obstacle for IDPs wanting to return to their areas of origin. Displaced communities will be increasingly vulnerable in light of scarce economic and employment opportunities, and protracted displacement will continue depleting families' resources.

Moreover, the Government of KR-I continues to host Syrian refugees who share resources and services with the hosting communities. Close to 97 per cent of the total refugee population in Iraq lives in KR-I. The length of the crisis in their country of origin and the economic situation in KR-I has further reduced livelihood opportunities for Syrian refugees who have limited job opportunities and continually struggle with the depletion of their savings. - Erbil is Category D Duty Station.
- Staff members assigned to Erbil are residing in the individual residential apartments inside the security cleared hotel complex
- Basic food and other commodities are widely available in the local shops and markets. Banking facilities are rather underdeveloped; therefore cash is the main means of settlement of various bills.
- Both local currency (Iraqi Dinar) and USD are equally accepted for any payments.  No specific dress-code applies and casual European style clothes are worn.
- Eight weeks R&R cycle applies for staff assigned in Erbil.
- Several international airlines operate daily flights from Erbil International Airport to number of large international airports in Europe as well as Middle East.
- Holders of UNLP must obtain an Iraq visa to enter Iraq territory. - Security Clearance for travel to Iraq and within Iraq is covered under TRIP, all staff are required to submit their security clearance process for travel to or within through TRIP  a) security clearance should be submitted through TRIP (please visit http://undss.org);
- The SSAFE (Safety and Security Approaches in a Field Environment) course must be undertaken by all international staff members to allow them to travel outside of Erbil the country. If a staff has conducted a SSAFE (Safety and Security Approaches in a Field Environment) course within the last three years there is no need for attendance; he/she only require attending the FSCOs briefing on arrival. 
- Subject to the advice received from the security unit, some movement of UN international staff within Kurdistan Region of Iraq may be undertaken in the convoy of two UN vehicles.
- Travel to border areas as well as disputed areas whereas newly displaced persons are concentrated is allowed in a convoy of two armored vehicles only. Knowledge of Arabic language is an asset.

Please note that the closing date for vancancies in the Addendum 2 is Sunday 16 December 2018 (midnight Geneva time)