Head of Sub-Office P5 -Melkadida, Ethiopia

Job Description

Organizational Setting and Work Relationships

Head of a UNHCR Sub-Office (HoSO) is a senior managerial position within a given country operation. The incumbent carries the full delegated authority of the UNHCR Representative (or the country Manager) of the country, who will exercise entire supervisory managerial responsibility over the position. The position, on the other hand, provides all information on developments in relation to the protection (legal protection issues relating to the persons of concern to UNHCR), security (Physical security in relation to the UNCR staff and the persons of concern to UNHCR) and operational matters (programme and office management / administration) within the domain of its geographical area of responsibility to the UNHCR Representative (or the country manager) on a regular and timely manner. Subject to the specific legal or socio economic or security developments in the Area of Responsibility (AOR), Representative will direct and guide the Head of the Sub-Office to take the most appropriate course of action. Concerning overall physical security concerns, HoSO will liaise directly with the competent UN security coordinator while keeping the UNHCR Representative fully informed.

While the functional responsibility of a Head of a Sub-Office will always remain the same despite its grade level, the other parameters (therefore the depth and breadth of the competencies) such as the size of the population of concern to UNHCR, their specific legal/security concerns, volume of assistance, Number of operational / Implementing partners and the size of the Office (i.e. number of UNHCR staff and their grade levels) will determine the appropriate grade level. The operational autonomy also depends upon the same parameters/competencies.

As the most senior UNHCR staff member within the given geographical area, he/she is required to liaise with all the relevant senior government officials, security organs in the area, the Head of various Non-Governmental Organisations (both national and internationals based in the area), Civilian/tribal leaders/elders, local opinion makers and the local media net-work to ensure his/her assigned responsibilities are effectively and efficiently discharged.

As the extended field representative of UNHCR at the front line of High Commissioner¿s operations, he/she remain as the effective advocate and assistant to the local authorities to ensure that the respective government authorities in the area implement their conventional responsibilities in favour of refugees and others of concern to UNHCR.

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

– Monitor and report on the implementation of refugee conventional responsibilities and international obligations of the local authorities Vis a Vis the population of concern to UNHCR within the given geographical area; based on local situations/developments make appropriate recommendation to the UNHCR Representative.
– Advocate and promote UNHCR standards concerning the treatment of asylum seekers, refugees and returnees as well as IDPs, where applicable; Advocate, promote and encourage the concerned authorities and local opinion makers to uphold established UNHCR standards that have become the international norms.
– Ensure that the basic needs of the concerned population are properly assessed with the participation of the beneficiaries themselves, the host governments and/or the competent Implementing partners and/or UNHCR itself.
– Subject to the needs, ensure that the planning, formulation and budgeting of identified assistance projects are done as per UNHCR programme cycle; upon approval of assistance project, ensure the timely implementation and rigorous monitoring of identified assistance activities
– Ensure through the subordinate staff that all deadlines for monitoring and reporting of UNHCR operational activities (i.e. include assistance as well as Administrative) are met on a regular basis.
– Manage all UNHCR resources, both human, financial/material, at an optimum level for the wellbeing of the concerned population and the UNHCR staff.
– Ensure that all security measures of UNHCR office (and residential, wherever applicable) compounds are always up to date; any security breaches and/or potential security threat should be reported immediately to competent UN security coordinator in the country.
– Ensure that staff welfare, both in terms of working and living conditions, are maintained at a satisfactory level within the constraints in the operational area; this requires remaining current in health and medical facilities locally available and evacuation options available in a moment of medical urgency.
– Guide, coach and advocate the subordinate staff to maintain highest standards of conduct and behaviour thorough one¿s own practice and deeds.
– Prepare and submit regular reports, both verbally and written, to the UNHCR Representative. In the event of substantial telephone conversation that leads to specific action or non-action, it should be recorded and share with the other party.
– Represent UNHCR in inter-agency fora and with local authorities in the AOR.
– Enforce compliance with UNHCR¿s global protection, programme, finance, human resources and security policies and standards.
– Submit project proposals for assistance to refugees and other persons of concern to UNHCR Representation in coordination with local authorities and NGOs.

– Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
– Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education

Human Resources Management;
Personnel Administration;
Law;
Political Science;
International Relations;
Economics; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

HCR Management Lrng Prg;
HCR Managing Operatns Lrng Prg;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

In-depth knowledge in all aspects of UNHCR¿s Field level operation.  Applied experience of protection principles, operational arrangements/standards in relation to protection, assistance, UNHCR office management and staff administration. Should be conversant in the current priorities in the organisation and existing mechanisms within the organisation to implement those priorities.

Desirable

Working experience both in UNHCR HQ and/or a Regional Office and the Field.

Functional Skills

IT-Computer Literacy;
IT-Microsoft Office Productivity Software;
MG-Office Management;
PR-Protection-related guidelines, standards and indicators;
HR-Administration of Staff Contracts and Benefits;
(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.

The Head of the Sub-Office is expected to lead a large operation with 5 camps of over 200,000 refugees and dispersed IDP population and operates with more than 100 staff Workforce. Under the direct supervision of the Deputy Representative, the Head of Sub Office is required to liaise with all Government officials at regional level, security, Heads of UN agencies, NGOs, and donors, to ensure UNHCR’s protection and solutions mandate is carried out effectively.
In addition to having in-depth knowledge and experience in all aspects of UNHCR mandate and field operations, the incumbent should have proven competencies and experience in:
• Application of the GRC/CRRF principles in advancing protection and solutions for persons we work with and for. Knowledge in climate adaption and solutions programming are of particular importance.
• Strategic planning, designing, and managing humanitarian and development projects.
• Managing large and diverse teams and maintain communication and positive work environment.
• Stakeholder management and multi-agency co-ordination skills, with internal and external factors such as the Government counterparts, NGOs, UN Agencies, development actors as well as donors.
• Leadership, negotiation, and decision-making skills to handle complex challenges on a regular basis, in liaison with government, security organs, host and refugee leaders.
• Political awareness and communication skills are essential skills.
• Management of security areas or operations with high security level
• Working in culturally and religious sensitive environment

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

With close to 1 million refugees and an estimated 4.5 internally displaced persons (IDP), Ethiopia hosts one of the largest forcibly displaced population globally and is the third refugee hosting country in Africa. Leading the way in the implementation of the Global Refugee Compact (GCR) and its comprehensive refugee framework (CRRF), Ethiopia has adopted progressive laws and policies which offer opportunities for sustainable protection and solutions for forcible displaced persons. UNHCR collaborates with the Government’s Refugee and Returnee Service (RRS) to coordinate the refugee response and ensure the delivery of protection and solutions. UNHCR has also scaled up its IDP operations across the country RO to augment its leadership of the IDP Protection and CCCM clusters.

The Melkadida operation is found in the southeast part of the Somali region in Ethiopia and is currently hosting almost 211,000 refugees, the majority (99.9%) who fled Somalia since 2009 due to conflict. The operation also hosts a few Yemenis and Eritreans. Sub Office Melkadida hosts the refugees in 05 refugee camps of Bokolmayo, Kobe, Buramino, Melkadida and Helaweyn. The Melkadida AoR is also severely impacted by climatic factors which in the recent years has, together with communal conflict, contributed to internal displacement of nearly 720,000 individuals across 03 zones that UNHCR operates in. The IDP situation is overwhelming the limited response and in the absence of OCHA on the ground, UNHCR plays a major role in coordinating humanitarian response working in agreement with 06 government and NGO partners, among others, through the interagency cluster mechanism.

The Head of Sub-Office (HoSO) reports to the Deputy Representative. In her/his role, the HoSO oversees the UNHCR operation in Melkadida and provides leadership in relation to protection and solutions, security risk management, operational programme, and administrative matters. S/he provides guidance and mentorship to staff and partners and ensures progress towards the implementation of UNHCR’s objectives within the operation.

The HoSO is required to work with and liaise with the relevant senior government officials, security organs in the area, the Head of agencies, host and refugee leaders, local opinion makers and the media to ensure his/her assigned responsibilities are effectively and efficiently discharged.

Being a community that has strong cultural institutions, the HoSO will also work closely with the local Kingdom, particularly in peace-building and conflict resolutions. With dwindling resources for humanitarian operations and looking ahead to the future of the AoR, UNHCR is enhancing its engagement of development partners and stakeholders to fund programmes that would benefit both POCs and host communities in the area. These include the World bank, AfDB, IKEA foundation and traditional donors on projects such as on climate-smart farming. The incumbent therefore is expected to lead the process and engagements with the stakeholders. The Head of Sub Office also acts as the Area Security Coordinator for the southeast Somali region, which includes Melkadida, Dollo Ado and Gode of the Somali region.

Living Conditions

Melkadida is a non-family duty station with limited services. Accommodation of staff is provided by UNHCR in its compound with a monthly rental charge of about $582 for international staff. All staff living in the UNHCR provided accommodation must pay their accommodation in accordance with the UNHCR Policy of UNHCR Provided Accommodation in the Field issued under the IOM/FOM 020/021/2012 dated 28 Feb 2012 as well as the Administrative Instruction on the Measures in Support of Personnel in High-Risk Duty Station (Non-Family Duty Stations Where Danger Pay Applies), UNHCR/AI/2018/11 dated 15 August 2018. Most accommodations are fully furnished, with a single room and living room with an open kitchen. They include their own duvet bed and bed sheet, private bathrooms, desk, AC, lamp, and closet. WIFI is available across the compound and in most of the apartments a private residential WIFI. There are no local or international banking facilities and limited medical facilities.  A UN clinic is available in the compound for limited basic services.

There are 03 flights in a week between Addis Ababa and Melkadida operated by UNHAS. Due to road insecurity, road travel to Addis is not advised except under unavoidable circumstances as it takes two days. Road network within the region is very poor. Given the remote nature of the duty station, there are very few items that can be purchased in Melkadida, particularly food items and other personal items that staff may need. It is therefore advised that you bring such items with you. Cleaning services take place from Monday to Friday.

A laundry room in the compound is available from 7:30 am until 6pm with a laundry attendant who cleans only UNHCR beddings. All staff are advised to do their own laundry or pay a cleaner for the service. There are 2 canteens available within the compound, Canteen A and Canteen B and all personnel are required to pay for their meals in advance. There are a variety of recreational facilities within the compound, these include a fitness centre (gym) games ground (volleyball and basketball) and a relaxation centre.

The climate is classified as dry/semi-desert. The hottest season of the region is in March/April and temperature may rise to 45 °C. The weather condition is hot throughout the year.

According to the UN Security Level System, which ranks security levels from 1 (minimum risk) to 6 (very high risk), Melkadida is classified as Moderate Level 3. UN Somali Region Minimum Operating Security Standards require a curfew for UN staff from 5pm (for vehicles) and 7pm (on foot), except in the case of emergency. Security Briefing is mandatory upon arrival. However, is classified as security level -phase 3. The security situation in Melkadida area has deteriorated in the recent past due to the alleged incursion of Al-Shabaab however, the security situation remains calm but unpredictable.

Security, remoteness, isolation, and lack of entertainment in social life are therefore some of the factors to be also considered prior to applying

Additional Qualifications

Skills

• CL-Inter-Agency Leadership/Coordination,
• FS-Crisis negotiation and Management,
• PG-Programme Management (programme cycles and reporting standards),
• PG-Results Based Programming,
• PR-Protection-related guidelines, standards and indicators,
• PR-Refugee Protection Principles and Framework,
• UN-UN/UNHCR Inter-agency Policies, Standards, Programmes, and Partnerships

• Bachelor of Arts (BA): Economics,
• Bachelor of Arts (BA): International Relations,
• Bachelor of Arts (BA): Law,
• Bachelor of Arts (BA): Management,
• Bachelor of Arts (BA): Personnel Administration,
• Bachelor of Arts (BA): Political Science

Certifications

• HCR Management Learning Program – UNHCR

• Annual Budget OL in Operation/Office,
• Number of Persons of Concern Served,
• Number of Workforce in Operation/Work Setting,
• Workforce to Supervise,
• Working with Persons of Concern: Asylum Seekers,
• Working with Persons of Concern: Internally Displaced Persons,
• Working with Persons of Concern: Refugees,
• Working with Persons of Concern: Returned IDPs,
• Working with Persons of Concern: Returned Refugees

Competencies

• Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Strategic planning & visions, Teamwork & collaboration

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

Compendium

• Bi-annual Compendium 2023 Part B – October 2023