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.

 

As the only Project Control position in the country, the Project Control Officer has country level responsibility for quality control of PPAs and financial verification of partner IDPRs. With UNHCR operations spread across the North and South of the country, the successful candidate would make frequent travels to the operational areas for financial monitoring of partners.
Therefore, the ideal candidate would have the  following attributes:
- Willingness to travel extensively in the operational areas
- Sound knowledge risk-based monitoring of partners
- Proficiency in the use of UNHCR co-operate tools (Focus and msrp) including the preparation of analytical reports for management decision making
- As the operation works with mainly national partners with low programmatic and financial management capacity, candidate should be experienced in training of partners on UNHCR financial rules and regulations UNHCR Nigeria is currently responding to two emergencies: a L3 complex humanitarian situation in North-east Nigeria which has caused massive internal displacement as well as refugee outflows into the neighboring countries of Cameroon, Niger and Chad, and a L2 emergency in the South of the country relating to Cameroon refugees fleeing from the crises in the Anglophone regions in Cameroon. The operation also continues to respond to small protracted urban caseload mainly located in the Lagos metropolis. In this complex humanitarian environment, UNHCR¿s humanitarian response targets IDPs, returnees and refugees.
The 2018 Humanitarian Response Plan (HRP), puts the number of IDPs in North-east Nigeria at 1.7 million. In addition, it is estimated that some 93,000 IDPs live in areas that are inaccessible to humanitarian actors due to insecurity.  The on-going efforts by the Nigerian forces to liberate more areas from Boko Haram control continues to create new displacements. In 2018, more than 200,000 new displacements were recorded. As new areas are liberated by the military, some IDPs started to spontaneously return to their Local Government Areas (LGAs). In 2017, some 1.3 million IDP returned to their LGAs. However, many of the returnees end up in IDP like situations in the LGA capitals, unable to reach their villages of origin which are still not secure for civilian habitation. UNHCR Nigeria consists of a Representation in the Federal Capital City, Abuja, a Field Office in Lagos, a Sub-Office in Maiduguri (Borno State), a Field Unit in Damaturu (Yobe State), a Field Office in Yola (Adamawa State) a Field Office in Adikpo (Benue State), a Field Office in Ikom/Ogoja (Cross River State) and a Sub Office in Calabar (Cross River State). UNHCR Nigeria has 146 staff, of whom 46 are international and 100 national.

Abuja is a C duty station with good living conditions. The cost of accommodation is very high (yearly rent payment required). Staff can request rental advance to from the office. Borno State (where SO Maiduguri is located) is at security level 4 while Yobe and Adamawa states are at level 3 (except some LGA). The South-East of Nigeria is at level 2.

Accessibility to affected populations in the North East is difficult due to the volatile security situation. Adequate security measures and equipment, including armoured vehicles, are required to operate in the area. The security situation requires international staff deployed to Nigeria to undertake security briefings on terrorism related issues. .

The city of Abuja is relatively safe, but normal security awareness and precautionary measures are advised. Current Situation (Cont.ed)
The improved situation in some areas also engendered the spontaneous returns of refugees from neighboring countries. In 2018, over 30,000 spontaneous returnees (mainly from Cameroon) have been recorded.  In 2017, a tripartite agreement for the repatriation of the Nigerian refugees in Cameroun was signed between UNHCR and the Governments of Nigeria and Cameroon. This paved the way for organized repatriation in 2018 and beyond.
In late 2017 and in the first quarter of 2018, Nigeria received an influx of Cameroonian refugees fleeing the crises in the Anglophones regions of that country. Currently, UNHCR and the Government of Nigeria have registered some 30,000 Cameroonian refugees. The majority of these refugees currently live in host communities. However, due to security concerns the Government advised that the refugees be hosted in settlements away from the border areas. In this regard, UNHCR is in the process of establishing settlements to host the refugees. It is expected that some 70% of refugee may relocate to the settlements.
In North-eastern Nigeria, the security situation remains fluid. Although the Nigerian military has made significant gains against the insurgents, insecurity is still widespread with frequent suicide bombings, kidnappings, ambushes and indiscriminate attacks on military and civilian targets. In the South, where the Cameroonian refugees are located, security situation is at Level 2 with very few security incidents.
In 2018, UNHCR worked with 20 project partners with an OL budget (ops) of US$ 14.9 with 21 PPAs signed with partners.

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