Closing date: Saturday, 23 September 2023 | Project Control Associate | Jijiga Ethiopia – JOBS WITH UNHCR

• Hardship Level: D
• Family Type: Non Family with Residential Location
• Family Type: Non Family with Residential Location
• Residential location (if applicable): Addis Ababa,Eth Fed Dem Rep
• Grade: GS6
• Staff Member / Affiliate Type: General Service
• Reason: Regular > Regular Assignment
• Remote work accepted: No
• Target Start Date: 2023-10-02
• Job Posting End Date: September 23, 2023
• Standard Job Description: Project Control Associate
• ORGANISATION: Office of the United Nations High Commissioner for Refugees (UNHCR)

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Organizational Setting and Work Relationships

The basic functions of project control are to complement programme management and give support for oversight of projects including the design of a monitoring strategy, 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 necessary to maintain segregation of tasks between project control and programme operations for effective accountability and oversight. Where there is no Project Control Officer, General Service workers conducting project control functions should report directly to the Head of Office.

The Project Control Associate receives broad direction 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 workers.

Project Control employees play a highly significant role in sustaining amicable and effective relationships, and often contact with implementing partners. As a result, incumbents need to be highly conscious of all dimensions of partnerships in their engagement with partners (in accordance with the Principles of Partnership, the Code of Conduct and other applicable agreements).

All UNHCR staff members are accountable to accomplish their duties as specified in their job description. They do so within their delegated authorities, in compliance with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as appropriate accountability frameworks. In addition, staff members are obliged to fulfill their obligations in a way compatible with the core, functional, cross-functional and management skills 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 line with Country Operation Plans and UNHCR’s rules, policies and procedures.
• Monitor that a thorough record is maintained for all initiatives.
• Contribute to evaluating, assessing and validating Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and to checking correctness and consistency between IPFR and IPR, in compliance with project agreements.
• Ensure that the funds obligated under an IP agreement authorize the payment of the next instalment or a payout, validating the status of instalments already paid.
• Support timely project conclusion in conjunction with the programme unit.
• Bring to the notice of supervisors and programme officers any substantial variations at the office level in: budget execution, percentage of project execution, time schedule, and quality of projects versus specifications or terms and conditions.
• Maintain professional connections with implementation partners.
• Keep up to date with all UNHCR rules, regulations and procedures necessary to accomplish these activities.
• Escalate IP concerns to supervisors.
• Recommend acceptance or non-acceptance of IPRs and payment of instalments.
• Contact implementing partners for project related matters.

Have unfettered access to financial and operational records linked 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 job experience with Bachelor or equivalent or higher

Field(s) of Education

Not relevant.

Certificates and/or Licenses

• Accounting;
• Auditing;
• Business Administration;
• Finance;
• Project Management;
• (Certificates and Licenses highlighted with an asterisk* are needed)

Relevant Job Experience

Essential

Not specified.

Desirable

Not specified.

Functional Skills

FI-Financial Accrual Accounting using internationally recognised 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 underlined with an asterisk* are important)

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 staff members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to fulfill their jobs. This includes through exhibiting no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and misuse of authority.

As individuals and as managers, everybody must be proactive in preventing and responding to inappropriate conduct, promote ongoing discourse on these subjects and speaking up and seeking guidance and assistance from relevant UNHCR resources when these situations emerge.

This is a Standard Job Description for all UNHCR employment with this job title and grade level. The Operational Context may contain additional needed and/or desired qualifications relevant to the specific operation and/or job. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile: Required languages (expected Overall ability is at least B2 level):: , ,

Desired languages: , ,

Operational context: Occupational Safety and Health Considerations:: Nature of Position:: To ensure the Jijiga Operation strengthens and takes advantage of the prospects for execution of solutions initiatives and collaborations, the development of the Project Control Associate post has become required. The Protect Control Associate will play a very significant role in maintaining quality assurance of project agreements submitted in conformity with applicable UNHCR rules and regulations. The incumbent will oversee how the resources are distributed to the implementing partners, how they are employed for the intended purposes and in line with the project agreements and performance delivery. He/she would progressively review financial expenditure reported by the implementing partners to establish accuracy and consistency. He/she will also swiftly inform the supervisors of risks and large deviations in the execution of projects (budgets, financing, implementation and timeline). He/she will contribute to analyzing the internal control system of implementing partners and focus on reviewing whether the project partnership agreements are in line with Country Operational Plans and UNHCR’s rules, policies and procedures. He/she will, in collaboration with the Project Control and Programme departments at the Representation Office Addis Ababa, ensure the timely closing of projects.

He/she will support the Office in evaluating invoices and receipts of transactions for activities directly undertaken by UNHCR and provide feedback on any anomalies therefrom. He/she may be relied upon to support the Finance team in examining some financial records and returns from vendors.

The Project Control Associate will serve as the focal point for risk management at the Sub-Office and give support to the Sub-Office team in simplifying risk management procedures in all activities and business of the Office, including through refresher training and counseling. He/she will support in updating the risk management register and follow up on the status of risk treatments approved.

The incumbent generally works under the supervision of the Head of Sub-Office, or any other Senior Officer as designated by the Head of Sub-Office. He/she will work independently with oversight from the supervisor and liaise with necessary Officers at the Sub-Office and Representation Office in Addis Ababa when applicable, for technical guidance.

Living and Working Conditions:: Jijiga is the capital city of the Somali Regional State of Ethiopia, with a population of about 500,000. It is situated at an elevation of 1,646 meters above sea level. It is located around 630 kms East of the Capital City, Addis Ababa and about 80 km away from the border with Somaliland.

Jijiga City has recently seen many private developments in real estate and hotels where personnel may easily rent reasonable accommodation. Both completely furnished and unfurnished apartments near the UNHCR Office or within the city centre can be offered and personnel are allowed to negotiate with landlords to acquire cheap places of residence. Jijiga city also includes several marketplaces, restaurants and shops, including small supermarkets, from where food and other home necessities can be obtained. Ethiopian Commercial Bank and several other private banks have constructed branches in Jijiga where financial services, including ATM machines, may easily be obtained.

Transportation in and out of Jijiga is mainly done via Ethiopian Airline flights directly to Addis on an average of 5 to 7 flights per day, although road travel can also be employed through buses that ply the Jijiga-Addis or Jijiga-Harar-Dire Dawa or Jijiga-Gode routes. However, road travel to Addis may not be promoted as it takes a full day compared to the 1-hour flight. Official travel is organized by the office through a recommended agent.

Private and state hospitals and higher clinics are present in Jijiga. However, the medical facilities in the area are insufficient to manage difficult medical conditions. The United Nations Health Care Centre (UNHCC) in Addis Ababa provides 24/7 health care services for eligible UN workers and their dependents in multiple specialized Medical Units.

UNHCR Office is situated near the city centre and is accessible through public transportation. However, the Office offers transportation of personnel in the morning and evening to and from work during the working days, and there are designated pick-up/drop-off spots that are quite near to most of the areas where most staff reside. The Office also features a staff cafeteria provided by a private vendor where lunch can be purchased during the working week. However, the food choice is restricted, and it is advisable to negotiate with the cafeteria in case of certain dietary restrictions or allergies.

Security briefing is needed upon arriving at the compound. All trip plans should report to the radio room before departure and continue reporting their position every 60 minutes, till back to the compound. Official working hours are Monday through Thursday: 08:00 \u2013 12:00 and 13:00 \u2013 17:00 hours; whereas on Fridays 08:00 \u2013 13:30 hours.

Additional Qualifications: Skills

FI-Financial Accrual Accounting following internationally recognised 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 Education

Certifications

Accounting – Other, Auditing – Other, Business Administration – Other, Finance – Other, Project Management – Other Work Experience

Competencies: Accountability, Client & outcomes oriented, Commitment to continual learning, Communication, Judgement & decision making, Managing resource, Organizational awareness, Planning & arranging, Political awareness, Teamwork & collaboration

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