Project Control Associate -Jijiga, Ethiopia

Job Description

D

Non Family with Residential Location

Non Family with Residential Location

Addis Ababa, Eth Fed Dem Rep

GS6

General Service

Reason

Regular > Regular Assignment

No

2023-05-01-07:00

February 17, 2023

Project 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.

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

To ensure the Jijiga Operation enhances and takes advantage of the opportunities for implementation of solutions initiatives and partnerships, the creation of the Project Control Associate position has become necessary. The Protect Control Associate will play a very important role in maintaining quality assurance of project agreements provided in accordance with applicable UNHCR rules and regulations. The incumbent will monitor how the resources are transferred to the implementing partners, how they are utilized for the intended purposes and in accordance with the project agreements and performance delivery. He/she will progressively review financial expenditure reported by the implementing partners to ascertain accuracy and consistency. He/she will also promptly inform the supervisors of risks and major variances in the execution of projects (budgets, finance, implementation and timeframe). He/she will contribute to reviewing the internal control system of implementing partners and focus on reviewing whether the project partnership agreements are in conformity with Country Operational Plans and UNHCR’s rules, policies and procedures. He/she will, in coordination with the Project Control and Programme units at the Representation Office Addis Ababa, support the timely closure of projects.

He/she will support the Office in reviewing invoices and receipts of transactions for activities directly implemented by UNHCR and provide comment on any discrepancies thereof. He/she may be called upon to support the Finance team in reviewing some financial documents and returns from vendors.

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

The incumbent normally works under the supervision of the Head of Sub-Office, or any other Senior Officer as delegated by the Head of Sub-Office. He/she will work independently with oversight from the supervisor and liaise with relevant Officers at the Sub-Office and Representation Office in Addis Ababa as 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 about 630 kms East of the Capital City, Addis Ababa and about 80 kilometres away from the border with Somaliland.

Jijiga City has recently had many private investments in real estate and hotels where staff can easily rent affordable accommodation. Both fully furnished and unfurnished apartments near the UNHCR Office or within the city centre can be available and staff are free to negotiate with landlords to secure affordable places of residence. Jijiga city also has many markets, restaurants and shops, including small supermarkets, from where food and other household items can be purchased. Ethiopian Commercial Bank and many other private banks have established branches in Jijiga where financial services, including ATM machines, can easily be accessed.

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

Private and public hospitals and higher clinics are available in Jijiga. However, the medical facilities in the area are insufficient to treat complicated medical cases. The United Nations Health Care Centre (UNHCC) in Addis Ababa provides 24/7 health care services for eligible UN staff and their dependents in different specialized Medical Units.

UNHCR Office is situated near the city centre and is accessible through public transportation. However, the Office provides transportation of staff in the morning and evening to and from work throughout the working days, and there are designated pick-up/drop-off points that are fairly near to most of the areas where most staff reside. The Office also has a staff cafeteria operated by a private provider where lunch can be purchased throughout the working week. However, the food variety is limited, and it is recommended to discuss with the cafeteria in case of specific dietary requirements or allergies.

Security briefing is mandatory upon arrival at the compound. All travel itineraries should report to the radio room before departure and continue reporting their position every 60 minutes, until back to the compound. Official working hours are Monday through Thursday:  08:00 – 12:00 and 13:00 – 17:00 hours; while on Fridays 08:00 – 13:30 hours.

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

An eliminatory or complementary written test for shortlisted candidates may be conducted which will be followed by competency-based interview. Female candidates are encouraged to apply.

This position doesn’t require a functional clearance