Senior Programme Assistant

Job Description

Organizational Setting and Work Relationships

The Senior Programme Assistant would normally receive guidance from more senior programme staff in the operation/bureau/division. The incumbent may receive indirect guidance from other sections and units relevant to the country/region programme(s). UNHCR Manual, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Senior Program Assistant.

S/he is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. The incumbent is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.

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

– Provide administrative assistance and support in routine services and activities within Programme thus better able to meet the needs of persons of concern.

– Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects.

– Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on, in compliance with established guidelines and procedures included in the framework for implementing with partners.

– Guided by the MFT approach, support the development and implementation of monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.

– Contribute to the review and analysis of operations plans, mid-year and year-end reports, ensuring quality assurance and compliance with established policies, guidelines, procedures and standards. Generate and maintain records of implementation rate (performance progress and expenditures) on a regular basis.

– Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits.

– Use UNHCR¿s corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis.

– Actively contribute to UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes.

– Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience /

Degree Level

• G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.

Field(s) of Education

• Not applicable

Certificates and/or Licenses

• Not specified

Relevant Job Experience

Essential

• Demonstrated experience in Programme Management,
• Operation Management Cycle and related processes.

Knowledge of Results

• Based-Management.
• Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc).

Desirable

• Completion of UNHCR Learning Programmes or specific training relevant to function of the position including Programme Management
• Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme.
• Experience in programme management training and capacity building activities.

Functional Skills

• *IT-Computer
• Literacy
• PG-Programme Management (programme cycles and reporting standards)
• PG-Results-Based Management
• DM-Database Management
• PG-Programme Analysis (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.

• Completion of UNHCR Learning Programmes or specific training relevant to function of the position including Programme Management Level 1.
• Able to manage and discuss partnership agreements.
• Having background in Cash Based interventions (CBI)
• Experience in project monitoring and reporting.
• Able to use UNHCR corporate tools (CLOUD ERP, COMPASS etc)
• Good communication and interpersonal skills.
• Excellent IT skills and familiar with micro-soft excel.
• Experience in programme management training and capacity building activities.

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:

The Senior Programme Assistant is supervised by the Programme Officer or would normally receive guidance from more senior programme staff in the operation. She/he may receive indirect guidance from other sections and units relevant to the country programme(s). UNHCR Manual, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Senior Program Assistant. S/he is also expected to stay abreast of the challenges posed to the region by the political context, the UN and humanitarian reform and institutional developments. S/he is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. The incumbent is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle. The senior Programme Assistant will be responsible for collecting, registering, and maintaining information on project activities: prepare status and progress reports, tables, and draft routine correspondences.; prepare background materials for use in discussion and briefing sessions.

He/she is also expected to undertake proper collection, monitoring, and use of baseline , standards, and indicators needed to measure and analyse programme performance, trends, and target interventions. He will review the implementation and performance of IP ‘s agreements through appropriate physical monitoring to evaluate the projects by reviewing work plans, progress reports, budget, financial reports and expenditures including field visits for specific monitoring and evaluation; apply UNHCR ‘s corporate tools eg. Global Focus, Focus client to assess the technical soundness of the operation and generate data for evidence-based decisions at the country level as well as assist in ensuring compliance in issuance of audit certificates for implementing partners and any other duties required.

Living and Working Conditions:

All staff living in the UNHCR provided accommodation must pay their accommodation fees in accordance with UNHCR Policy of UNHCR. 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 apartment a private residential WIFI. Transportation in and out of Melkadida is usually done by UNHAS flights directly to Addis. Due to road insecurities, road travel to Addis is not advised and it takes two days, only under unavoidable circumstances its authorized. Given the remoteness of the duty station, there are very few items to purchase in Melkadida, particularly food items and other personal items that you may need. It is therefore best if you bring such items with you, the food provision in the area is limited to very few veggies, it ‘s advisable to carry your own food/ food supplement. Cleaning services take place each day except Sunday, by staff hired by UNHCR. All staffs are advised to do their own laundry or pay for the service to designated cleaners. There are 2 restaurants available inside the compound, Canteen A and Canteen B and all personnel are required to pay upfront for their meals. There are a variety of recreational facilities which include a fitness center (gym) games ground (volleyball and basketball) and a relaxation center.

Additional Qualifications

Certifications

• HCR 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: Internally Displaced Persons, Working with Persons of Concern: Refugees

Competencies

• Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration

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

Compendium

Additional Information

Staff member has a lien for one year as he is appointed to fast track position.