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.

 

The Project Control Unit provides support and oversight of projects including the formulation of financial verification and monitoring plans, quality assurance, and financial verification of reports generated by partners, coordinates project audits, and undertakes risk and capacity assessment and performance monitoring as a member of the MFT. In addition, it supports and participates in the selection and retention of partners (IPMC process) and risk management in relation to project agreements and partners.

In the midst of this context, UNHCR Iraq operation is in need of a PCO who will assist the unit in Baghdad in the day to day work and activities in Central and South Iraq.  In particular, the Project Control Officer P3 is needed not only to assist with the on-going special investigations and audits and heavy desk reviews, but also to participate in a large number of physical verifications, both financial and performance to ensure adequate oversight and compliance.

The incumbent of this position will report directly to the Senior Project Control Officer, P4 in Branch Office Baghdad. The incumbent of the position would ideally have:

- 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); Iraq continues to face multiple humanitarian crises with longstanding tribal and religious divisions further exacerbated by recent armed conflict, which had displaced over 5.8 million people. The Government of Iraq (GoI) declared in December 2017 it had regained control of all Iraqi territory from extremists.

However, the needs of the displaced population remain high with some 1.9 million displaced persons and nearly 4 million returnees, although these figures do not take into account secondary displacement or re-admittance to camps where return was not possible or sustainable.  In addressing the needs of IDPs in Iraq, UNHCR leads the Protection, Shelter/NFI (non-food items also known as Core Relief Items or CRIs), and Camp Coordination and Camp Management (CCCM) clusters. UNHCR is also co-leading, with UN Habitat, the Working Group on Sustainable Solutions for IDPs within the Recovery and Resilience Programme (RRP) for Iraq. Many families continue to face constrained access to basic services and security and protection risks while contending with destroyed properties and critical infrastructure, and the lack of livelihood opportunities and financial resources. The security and protection environment remains volatile, marked by serious protection risks for displaced Iraqis and returnees, including unlawful and disproportionate restrictions on access to safety and freedom of movement, abduction and illegal detention, forced encampment, forced and premature returns, lack of documentation limiting the enjoyment of rights and access to services, and increased risk of sexual gender-based violence (SGBV) and child protection issues. Interventions require continued support to the displaced population and extensive reconstruction to allow for sustainable return. A comprehensive reconciliation programme led by the GoI is needed to address ongoing protection concerns, including for persons with perceived affiliations with extremists.

Without timely interventions to stabilize and rehabilitate affected areas and efforts to address underlying disputes, peaceful re-integration and stability in areas of returns are likely to be jeopardized, thereby risking another cycle of violence. Despite the political, economic and security challenges in the country, Iraq also hosts over 292,000 refugees and asylum seekers (as of 31 August). As a result of the ongoing conflict in neighboring Syria, Iraq hosts over 248,000 Syrian refugees, with 97% living in the Kurdistan Region of Iraq (KR-I), of which 63% live in urban, peri-urban and rural areas and 37% live in camps.

Durable solutions for the 44,000 refugees and asylum seekers of other nationalities (primarily Turkish, Iranians, Palestinians, and Sudanese) are extremely limited, many of whom are in protracted situations. UNHCR collaborates with authorities in the Central Government and the KR-I to assist refugees and asylum-seekers, and on statelessness prevention and response.

Through the Regional Refugee and Resilience Plan (3RP), UNHCR leads the humanitarian response for Syrian refugees in coordination with authorities. UNHCR leads the Protection, Shelter and Basic Needs/Non-Food Items sectors, and co-leads Health with WHO and WASH with UNICEF. WFP leads Food Security, UNICEF leads Education, and UNDP leads Livelihoods. ¿ Baghdad has a subtropical arid climate and, in summer (June-August),  one of the hottest cities in the world,  with average/max temp reaching as high as 50 °C (122 °F), with low humidity due to its distance from the marshy Persian Gulf. Dust storms from the deserts to the West are a normal occurrence during the summer. The winter is mild and short.
¿ The UNHCR Office and accommodation for international staff are located in the International Zone (IZ), also called the International Green Zone. 

Staff cannot leave the IZ and all movements are in armored vehicles except for approved missions and travel to/from the airport.  The contrasting Red Zone refers to parts of Baghdad immediately outside this secure perimeter.
¿ All the UN offices are located in the Green Zone/UN Compound, also known as DIWAN. 
¿ There are two accommodations for UN Staff; one accommodation named D2 which is forms part of the larger DIWAN complex, while the second compound is called TAMIMI, some 4 km/10 minutes away.
¿ The TAMIMI rooms are container type structures of about 16m2 with a separate toilet and shower. The containers are relatively small but convenient and fully equipped (TV, fridge, double bed, desk, etc.).  Bed linen and towels and are in the room.  The rooms are cleaned 6 days a week.
¿ Food is available in the mini market in D2 or in local shops in the IZ. In both DIWAN and TAMIMI compound there is a cafeteria (DFAC) which serves breakfast, lunch and dinner 7 days a week.
¿ Staff serving in Iraq operation are entitled for R&R according to ICSC approved R & R cycles. R & R cycle is 4 weeks for Baghdad.
¿ Several international airlines operate daily flights from Baghdad 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. ¿ Acts of extremism and terrorism continue to be registered and will continue to be so in the immediate to short term periods (Q 2 and Q3 2018) reflecting the complex security challenges the country and humanitarian programmes continue to experience. This is being confirmed by asymmetric attacks conducted by ISIS in different Governorates.

¿ Military skirmishes continue to be registered in several governorates and along the Disputed Inland Boundaries (DIBs) but those are limited in duration and intensity. Politically, there has been little traction and motivation at reducing the divide between Baghdad and Erbil. Although the politically driven issues remain far from being resolved there appears to be an appreciable effort by the Iraqi authorities at returning the affected areas to normalcy, a critical dynamic in assuring and enabling humanitarian responses and actions. External national interest influences will continue to manifest within country. ¿ The Islamic State (IS) continues to remain potent and has shown exceptional resilience and capacity to project force and execute attacks in areas that had previously been declared secured.

Although monthly incidents have fluctuated, casualties remain consistently high in the first quarter of 2018 underlining the fluidity and unpredictability that staff have to contend with. Gains by the ISF have resulted in expanded humanitarian latitude and coverage in supporting dislocated populations.

This posture will be maintained and may register positive and greater marginal shifts in in latter part of 2018. The conduct of operations will become progressively permissive as the GoI expands and consolidates its stability and recovery efforts (as law and order postures improve Key threats still remain collateral from the on-going armed conflict, sectarian-driven violence, Improvised Explosive devices (IEDS, both body and vehicle borne), civil unrest, kidnapping and ransom and general crime. These security threat issues are anticipated to be carried through 2018. ¿ All international staff assigned to Iraq are required to undertake a 3-day mandatory SSAFE (Safety and Security Approaches in a Field Environment) course. Except for the city of Erbil, you cannot travel anywhere in Iraq without the SSAFE certificate provided at the end of the training. In case of assignments to locations other than Erbil, initial travel is possible however SSAFE must be undertaken in the first 30 days.

If one has conducted an SSAFE course with in the last three years there is no need for attendance.  He/she is only required to attend the FSCO's briefing on arrival.

¿ 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); Working knowledge of Arabic language is considered as an asset for this assignment/function.

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