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Project Control Officer

Qamishli

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Qamishli
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: Closed

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.

 

Interpersonal Skills:
Great sense of initiative and leadership, as well as teambuilding skills, are required for this position. Proven record of inter-personal skills and team spirit are paramount to the nature of this culture and the staff of UNHCR Syria. S/he should be able to work effectively with people from all backgrounds and be comfortable in working with a large workforce that demands respect and appreciates leadership. Political sensitivity, effective resource management skills, performance orientation, pro-activeness and maturity are crucial for effective management of the workforce and ensuring the best results in the operation. Experience and Skills:
Apart from excellent functional competencies, the incumbent for this position would also be expected to possess proven managerial skills and competencies with an emphasis on capacity building, leadership and planning. S/he must have clearly demonstrated competencies in managing processes and performance of a large and diverse workforce including awareness of International Standards on Auditing and knowledge in the application of IPSAS to further assist and guide staffs to obtain understanding of financial management procedures and processes. Performance orientation, initiative and maturity are equally crucial to keep the workforce together and to yield the best results in the operation. Previous experience in different UNHCR FOs of accounting/finance, project management, business analysis, quality assurance and/or risk management are essential, as well and exposure to very large operations and management of huge data. S/he should have previous experience in the region and/or working in a complex operations in high risk duty stations with large scale IDP and returnees (refugees/IDPs). After 7 years of increasing conflict and violence, the Syrian civil war now constitutes the largest displacement crisis in the world, with more than 6 million people who have been internally displaced, more than 4.5 million people abroad.
Sub Office Qamishli (SOQ) in North East Syria is operating in a very complex context in three governorates, Hassakeh, Raqqa and Deir Ezour. Norht East Syrya ( NES)  has a unique governance set up. On one hand, the government of Syria controls key strategic area (airport) and on the other hand the Kurdish Self Administration is the de facto real power on the ground with its large territorial control over the Eastern side of Euphrates River.
In the area covered by SO Quamishli there are six camps (Menbij, Ain Issa, Karame, Mabrouka, Al Hol, Abu Khashab, Areesha) hosting some 36,000 refugees, asylum seekers and IDPs. Camps were established or reopened in the last two years as part of the ongoing emergency response to the displacement generated by offensives against ISIS within Iraq and Syria, where the crisis resulted in destruction of infrastructure, private properties, public facilities such water pumping stations, government buildings, electricity lines, schools, hospitals etc.
UNHCR is providing a consistent protection support to IDPs living in urban areas through multi-service community centers run by national NGOs. Persons with special needs are primarily targeted, support also includes livelihood activities. in addition to that UNHCR is directly responsible to provide NFI and shelter, ensure that new arrivals in IDPs and refugee camps are identified and assisted as wells as departures registered;  support the camp coordination and the delivery of humanitarian assistance in close coordination with other UN agencies and NGOs. UNHCR leads Protection Working group and NFI/shelter sectorial working group. Operational Considerations
The unprecedented scale of the Syria operation, budget size, security challenges and the geographical area covered by UNHCR Syria has posed serious operational challenges to UNHCR managers thereby increasing the need for the Project Control function - a key advisory function in resource management and financial reporting.  Furthermore, the Syria operation is in the process of decentralizing its operation - moving the responsibility, authority and accountability for UNHCR¿s response closer to the point of delivery.  This decentralization shall require the project control footprint in locations where projects are implemented, and Office Qamishli is one of those offices that have been designated to have a project control footprint.  The incumbent will be supervised by the Head of Sub-Office Qamishli, but at the same time maintain functional contact with the Senior Project Control Officer in Damascus, in order to maintain synergy in the implementation of the Project Control work plan developed at the country level. Against this backdrop, the Project Control post demands extensive finance and audit skills that have been acquired from previous field experience and operations, including emergency situations, complemented with solid technical knowledge of MSRP and FOCUS.  The incumbent should also have exceptional analytical skills, good communication skills, networking capacities, and tactful techniques that are needed in dealing with Partners, Government counterparts, Project auditors, Oversight bodies (UN Board of Auditors, and Office of the Internal Oversight Services), as well as liaising with the Implementing Partner Management Services (IPMS) in HQ.  The Project Control Officer shall serve as the focal person on all audit issues within Sub-Office Qamishli, and he/she will be required to work in close collaboration with all partners that are implementing projects within the operational coverage area of Sub-Office Qamishli. External Environment:
Political awareness is of essence since the incumbent will have regular contacts with other UN Agencies, UNHCR partners and government institutions and ministries - the main external interaction being with the Syrian Government, national partners, including the Syrian Arab Red Crescent, suppliers and other UN Agencies. The present situation in North East Syria is unstable and the outlook uncertain. This creates ongoing pressures at work and in daily life as priorities are frequently upended for other urgent ad hoc tasks. The incumbent should be prepared to work under very challenging conditions and be able to manage stressful situations.
Movement and travel of international staff in Syria is permitted only with armoured vehicles. UNHCR Syria operates in a very challenging security situation. As such, Qamishli is classified as an E-category, non-family duty station and (currently) a four-week R&R cycle (to Amman). International staff is accommodate in a Gust House managed by SOQ. Special Considerations:
Applicants with fluency in the English language will be given preference over other equally qualified applicants.

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

This vacancy is now closed.
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