Oversight Specialist

Close to eight years into the crisis, the scale, severity, and complexity of needs across Syria remain deep and far-reaching. Over half of the country’s population have fled their homes: 5.5 million people have sought refuge in the region and beyond, and 6.1 million people are internally displaced. 13.1 million people remain in need of humanitarian assistance. Of these, 5.6 million people face acute humanitarian needs. Millions of people have fallen into poverty, forced to resort to harmful coping strategies and faced with increasing protection risks. If hostilities continue in some parts of the country, humanitarian needs are expected to deepen in these areas during 2018. In 2018 with no end to the conflict in sight, humanitarian needs are expected to continue to grow in scale, severity, and complex. Humanitarian Response Plan (HRP) 2019 is expected to play a role in bridging Humanitarian assistance and Development by strengthening Resilience of the affected population in Syria. The role of Resilience is expected to grow faster in the given situation on the ground to accelerate the transition from immediate Humanitarian assistance to IDPs and affected population to more sustainable and recovery-oriented support, including support to potential returns of IDPs as well as refugees.

The priorities of UNDP Syria are, as stipulated in the Country Programme Document 2016-2017, which extended till end/2019, to enhance the resilience and socio-economic stabilization of individuals and communities through restoring the disrupted livelihoods of the affected communities; and restoring, rehabilitating and maintaining sustainable basic services and infrastructure in damaged areas and host communities. Embedded in each priority is an institutional crisis response capacity development component for key national and local partners. Mindful of the scale of the crisis, the scaled-up, targeted, and rapidly responsive interventions of UNDP Syria would strive to mitigate displacement and movement of refugees, including forced, illegal, and unsafe migration and the trafficking of refugees, and to support potential returns of the IDPs.

To support UNDP Syria in programmes/projects implementation, execution of programme finance services, to ensure compliance with UNDP rules and regulations, ensure effective utilization of financial resources, compliance with policies and to establish internal procedures and streamline solutions to a wide spectrum of programme and project complex issues an Oversight and Program Support Unit (OPSU) is established in order to play all these functions in a more effective and efficient way and to achieve the expected development results.  This implies a close collaboration with the Operations, Programme and Field coordination/project teams in the Country Office (CO), UNDP HQ and Government officials, leading to a successful CO performance in audit exercise, and the resolution of complex programme oversight and financial management-related issues and delivery information.

This will help streamline management in the office and enhance staff’s accountability. The OPSU will be responsible for facilitating adherence and assurance accountability standards and procedures by programme units and projects as outlined in POPP, monitoring, evaluation and financial and due diligence oversight, reporting on effective use of programme resources by projects, and delivery, supporting the strategic programme planning, management, reporting and similar activities requiring office-wide process.

Under the overall guidance and the direct supervision of the Resident Representative, the Oversight Specialist (OPSU) will be responsible for leading and coordinating the overall work and day-to-day management of the Oversight and Programme Support Unit (OPSU), a stand-alone unit within the country Office structure directly reporting to the Resident Representative. The unit will consult with the Deputy Resident Representative and corporate bodies, such as the Regional Hub, RBAS, as well as the Office of Audit and Investigation (OAI) as and if necessary. The overall aim is to ensure of quality assurance, accountability and oversight for the results as stipulated in Country Programme Document. S(he) will have responsibility and accountability for the effective and efficient provision of all service lines the Unit is offering to the Country Office and – in extension – to all projects implemented and overseen by the Office.

The Oversight Specialist will supervise the staff of the OPSU and will be responsible for fostering collaboration within the Unit, and for working in close collaboration with the Partnership, Advocacy, Results and Communication (PARC) unit, Field Management, Programme and Operations units and other relevant colleagues. The focus of the Unit is to provide programme and financial oversight, coordinated, systematic, client-oriented and timely services for the benefit of the Country Office overall.

Summary of key functions:

• Performs OPSU management, leadership and supervisory functions;
• Ensure the Country Office adheres to and complies with corporate policies and dashboards;
• Ensure sound oversight, planning and monitoring of programme financial resources and internal control;
• Provide policy advice to Senior Management of the Country Office on quality assurance and compliance issue.

As a member of the management team of the country office, ensure the effective programme accountability and oversight, focusing on the achievement of the following results:

Performs OPSU management, leadership and supervisory functions:

• Manages the overall OPSU roles and responsibilities in an effective and efficient manner, working closely with other relevant UNDP Portfolio teams, Units, and UNDP Senior Management, as well as other partners as required;
• Leads the formulation of the OPSU AWP, is accountable for its implementation and ensures appropriate prioritization of resources at all times;
• Formulates Terms of References for all OPSU team members and leads Unit recruitments’ processes, as necessary;
• Ensures appropriate supervision, reporting and performance management mechanisms for all staff recruited under OPSU;
• Ensures establishment of an enabling training/working environment of all OPSU team members.

Coordinate with the UNDP Programme Teams and Operations Units to ensure the Country Office adheres to and complies with corporate policies and dashboards:

• Ensure effective implementation of the Internal Control Framework in collaboration with the Operations Unit;
• Establish a quality and accountable reporting system;
• Coordinate the audit exercise among programme, project and operations staff and ensure compliance with audit quality standards and timeframes;
• Ensure programme and project clear/reduce cost sharing deficits;
• Periodic monitoring of dashboards and exceptions, identification of remedial actions;
• Ensure compliance to UNDP audit policies;
• Ensure timely and quality financial reporting.

Ensure sound oversight, planning and monitoring of programme financial resources and internal control focused on the following results:

• Strategic oversight of planning, budgeting, implementing and monitoring of the programme, tracking use of financial resources in accordance with UNDP rules and regulations;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resource management system;
• Regular monitoring of the CO delivery, resource mobilization, TRAC Allocation, revenue management (GMS/DPC);
• Participation in CO and project's audit, control and follow up;
• Advises portfolio and projects teams on financial regulations and rules, including ATLAS budgeting and ensure consistency across portfolios;
• Works closely with the UNDP Operations team to identify solutions for operational and financial problems;
• Ensures Annual Work Plans (AWPs) are in accordance with project budgets prior to committing Country Office resources;
• Reviews General Ledger Journal Entries (GLJEs) for correction, reversal and adjustment entries of expenditures between projects, donors and/or funds;
• Supports portfolios/project audit exercises and follows up on audit comments and recommendations;
• Supports portfolios on project operational and financial closures;
• Reviews and verifies projects financial reports for timely submission to donors and partners;
• Review and approve Funding Authorization and Certification of Expenditure (FACE) forms and payment vouchers on direct payments, reimbursement and cash advances;
• Approves ATLAS accounts payable payment vouchers up to USD 50,000 as Approving Manager Level 2 in the control framework, as well as review and submit payments requests above USD 50,000 to Senior Management;
• Coordinates formulation and delivering of training curricula for projects staff on financial issues and reporting, including FACE forms.

Provide policy advice to Senior Management of the Country Office on quality assurance, compliance issues and adherence to due diligence to social safeguard standards and human rights principles:

• Supports Portfolios in the formulation of programme and project documents through technical guidance and quality assurance ensuring ProDocs, AWPs are mainstreaming of gender, human rights and environmental sustainability;
• Ensuring programmes and project adherence to the United Nations Development Group (UNDG) Statement of Common Understanding of the Human Rights-Based Approach;
• Ensure projects are formulated according to POPP, UNDG Guidelines for Joint Programmes and other locally approved guidelines/SOP;
• Ensure projects designed and implemented in a manner to ensure that they are in line with the relevant principles of Human Rights and Fundamental Freedoms and the European Social Charter;
• Ensure meaningful, effective and informed participation of stakeholders in the formulation, implementation, monitoring and evaluation of Programmes and Project;
• Ensure UNDP Programmes and Projects, UNDP’s due diligence obligations require UNDP to monitor compliance with its policies;
• Support the Portfolio teams with project initiation processes and presentation of the project to Local Project Appraisal Committee (LPAC);
• Reviews and clears projects’ Annual Work Plans (AWPs) and AWP amendments;
• Reviews and clears Letters of Agreement (LOAs) and Responsible Party Agreements (RPAs) after submission to LPAC;
• Ensures harmonization and consistency of UNDP programme and project instruments (project document formats, LOAs, RPAs, LVGs, etc.);
• Ensure programme tools (LOAs, RPAs, etc.) are consistent with requirements under the Harmonized Approach to Cash Transfers (HACT) framework, notably on use of cash transfer modalities in line with assessed Implementing Partner assessed risk levels;
• Coordinates undertaking of HACT Micro-Capacity Assessments of Implementing Partners and ensuring full participation of UNDP at the UN HACT Group in Syria;
• Promotes a consistent one-UN approach in building capacity of Implementing Partners in line with the HACT framework;
• Support the programme team with compliance to all necessary operational procedures and policies under the UNDP POPP and HACT frameworks.

Core Competencies:

Innovation:

• Ability to make new and useful ideas work.         

Leadership:

• Ability to persuade others to follow.       

People Management:

• Ability to improve performance and satisfaction.              

Communication:

• Ability to listen, adapt, persuade and transform.

Delivery:

• Ability to get things done while exercising good judgement.         

Technical/Functional Competencies:       

Financial Reporting and Analysis:

• Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Quality Assurance:          

• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.       

Operational Efficiency:

• Ability to identify and execute opportunities to improve operational efficiency.  

Internal Reporting and Accountability:

• Ability to create internal reporting and accountability processes and standards.

Change Management:

• Ability to apply a systematic approach to adapt, control and effect change.          

Risk Assessment:

• Ability to identify and prioritize risks, and organize action around mitigating them.              

Knowledge Management:

• Ability to capture, develop, share and effectively use information and knowledge.             

Education:

• Master's Degree or equivalent in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences or related field;
• First level University degree (Bachelor’s Degree or equivalent) with an additional 2 years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• 5 years of relevant experience at the national or international level in providing management advisory services;
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems;
• Sound knowledge of UNDP project management and operational rules, preferably by managing multi-donor projects with project teams;
• Able to communicate effectively, with the focus on strong drafting and report writing skills;
• Knowledge of ATLAS and software packages used by UNDP is an asset;
• Previous experience working in Syria is an asset;
• Demonstrated ability to effectively work in post conflict setting;
• Demonstrated ability to be able to manage multiple tasks and to adapt to a changing environment.

Language Requirements:

• Fluency in English and Arabic is required.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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