Project Control Associate

B

FamilyFamily

GS6

General Service

Reason

Regular > Regular Assignment

No

2023-05-09

May 24, 2023Project Control Associate Organizational Setting and Work Relationships 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. Where there is no Project Control Officer, General Service staff performing project control functions should report directly to the Head of Office. The Project Control Associate receives general guidance and work plans from the supervisor. They work independently on regular assignments under the supervision of the Project Control Officer or to the same management level as programme. The incumbent may supervise other general service staff. Project Control staff 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). All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Contribute to reviewing the internal control systems of implementing partners. - Contribute to reviewing that IP agreements are in conformity with Country Operation Plans and UNHCR¿s rules, policies and procedures. - Monitor that a complete record is maintained for all projects. - Contribute to reviewing, analysing and verifying Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and to checking accuracy and consistency between IPFR and IPR, in accordance with project agreements. - Ensure that the funds obligated under an IP agreement permit the payment of the next instalment or a disbursement, confirming the status of instalments already paid. - Support timely project closure in coordination with the programme unit. - Bring to the attention of supervisors and programme officers any significant variances at the office level in: budget execution, percentage of project execution, time schedule, and quality of projects against specifications or terms and conditions. - Maintain professional relationships with implementing partners. - Keep up to date with all UNHCR rules, regulations and procedures necessary to perform these duties. - Escalate IP issues to supervisors. - Recommend acceptance or non-acceptance of IPRs and payment of instalments. - Contact implementing partners for project related matters. - Have unlimited access to financial and operational records relating to projects. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable. Certificates and/or Licenses Accounting; Auditing; Business Administration; Finance; Project Management; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified. Desirable Not specified. Functional Skills FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc) FI-Financial auditing MG-Project Management PM-Project Assurance RM-Risk Management IT-ERP (Enterprise Resource Planning) Functional Knowledge IT-Microsoft Office Productivity Software IT-Computer Literacy (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. 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.

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Operational context

Occupational Safety and Health Considerations

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position

UNHCR Country Office in Nairobi provides Protection and Assistance for Refugees, Asylum seekers and Stateless persons in Urban areas. The Country Office counts six implementing Partners (IPs) with seven Partnership Agreements.

The Project Control Associate will work under the supervision of the Project Control Officer based in Nairobi and in his/her absence under the supervision of the Representative.

S/he is expected to stay abreast of the challenges posed by the operational context and provide support to colleagues in Nairobi and two field locations (Kakuma and Dadaab) as well as perform oversight functions on project implementation.

The Project Control Associate will have no supervisory role but will be required to support his/her supervisor to promote dialogue and consultations for strengthening partnerships and have frequent contacts with UNHCR colleagues, particularly project control and Programme staff. S/he may have contact with external stakeholders, such as UNHCR-funded partners, auditors, oversight bodies, and host governments on matters related to partnerships.

The Project Control Associate will support in prompting partnership integrity and other safeguarding mechanisms for ensuring sound stewardship and accountability of funds entrusted to partners or through direct implementation arrangements (e.g. contracts for the procurement of goods and/or services) to ensure resources are used in the most efficient and effective manner to attain the best results for persons of concern.

The Project Control Associate will be mindful of all dimensions of partnerships in accordance with the Principles of Partnership, the Code of Conduct, UN/UNHCR’s financial rules, policies and regulations and other relevant documents. S/he is expected to advise implementing partners, and colleagues on programmatic and procurement matters. 

Living and Working Conditions

Nairobi is a good duty station for families. It has good medical facilities, and it is the regional medical evacuation centre for countries in the East and Horn of Africa and the Great Lakes sub-regions. Recreational facilities, schools and hotels are of international standards. High standard accommodation is available, as well as good banking facilities, unlimited access to communication means, such as internet, telephone SIM cards
etc. In addition, Nairobi is a malaria free environment. but cholera, malaria and yellow fever occur in other parts of Kenya. When entering the country, yellow fever card/vaccine is required. Nairobi is in UN security Level One, but politically instigated demonstrations and riots may occur from time to time. General crime in Nairobi is relatively high, especially in some low income areas, however a high sense of vigilance and alertness is
required practically everywhere.

Security Considerations
Politically instigated demonstrations and riots may occur at any time. Hazards such as road traffic accidents, fire, diseases outbreak and flooding are frequent. The crime threat level in Nairobi like in many other large cities is high and physical violence is a common feature of burglaries in residences, carjacking and robberies. The terrorism threat level in Nairobi is moderate but is high in North Eastern. A high sense of vigilance and alertness is required at all times. After the COVID-19 pandemic, it is expected that the incumbent will be undertaking frequent travels to the field where different security conditions prevail.

Additional Qualifications

Skills

FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), FI-Financial auditing, IT-Computer Literacy, IT-ERP (Enterprise Resource Planning) Functional Knowledge, IT-Microsoft Office Productivity Software, MG-Project Management, PM-Project Assurance, RM-Risk Management

Certifications

Accounting - Other, Auditing - Other, Business Administration - Other, Finance - Other, Project Management - Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance