Senior Programme Associate | Shire, Ethiopia

Job Description

Organizational Setting and Work Relationships

The Senior Programme Associate would normally receive guidance from more senior programme staff in the operation/bureau/division. The incumbent normally supervises some support staff. S/he may receive indirect guidance from other sections and units relevant to the country/region programme(s). UNHCR Manual/Programme Chapter, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Senior Programme Associate. S/he is expected to stay abreast of the challenges posed to the region by the operational context, the UN and humanitarian reform and institutional developments.

The incumbent 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 Chapter, 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

– Support the assessment and analysis of the needs of persons of concern in the country in a participatory manner and using an Age, Gender and Diversity (AGD) perspective as basis for planning.

– Support Results Based management and programme capacity in light of evolving requirements, programming approaches and gaps.

– Participate in managing the development of a broad network of partners, good coordination practices and the development of partner capacities related to programme management.

– 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.

– Support 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.

– Review the implementation and performance of partnership agreements through field visits and appropriate physical monitoring if applicable, reviewing work plans, performance and financial reports.

– Support the planning process in compliance with planning parameters outlined in the Programme Manual and annual planning 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.

– Follow up on any change in regards to alignment of results chain, verifying indicators, budget, prioritization, apportioning needed to measure programme performance, trends and target interventions, contributing to soundness of Operations Plan and enhancement of data quality.

– Assist in negotiating and drafting partnership agreements, ensuring that all components are developed in conformity with UNHCR¿s financial rules and HQ instructions and guidance.

– Contribute to the development and implementation of MFT monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.

– Ensure compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits and follow up of internal and external audit recommendations related to programmatic issues.

– 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

For G7 – 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.

Field(s) of Education

• not specified

Certificates and/or Licenses

• Not specified

Relevant Job Experience

Essential

• Demonstrated experience in programme management,
• Operation Management Cycle and related processes.
• Knowledge and practical experience of Results Based-Management.
• Experience in programme management training and capacity building activities.
• Knowledge of MS office applications 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.

Functional Skills

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

– Supporting the assessment and analysis of the needs of persons of concern in the country in a participatory manner and using an Age, Gender and Diversity (AGD) perspective as basis for planning.

– Supporting Results-Based management and programme capacity in light of evolving requirements, programming approaches and gaps.

– Participate in managing the development of a broad network of partners, good coordination practices and the development of partner capacities related to program management.

– Support 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.

– Review the implementation and performance of partnership agreements through field visits and appropriate physical monitoring if applicable, reviewing work plans, performance and financial reports.

– Support the planning process in compliance with planning parameters outlined in the Programme Manual and annual planning 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.

– Follow up on any change in regards to alignment of results chain, verifying indicators, budget, prioritization, apportioning needed to measure programme performance, trends and target interventions, contributing to soundness of Operations Plan and enhancement of data quality.

– Assist in negotiating and drafting partnership agreements, ensuring that all components are developed in conformity with UNHCR’s financial rules and HQ instructions and guidance.

– Contribute to the development and implementation of MFT monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.

– Ensure compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits and follow up of internal and external audit recommendations related to programmatic issues.

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

The Senior Programme Associate is the member of programme unit reporting to the OIC Shire with technical support from Programme Officer based in Mekele. S/He will have technical supervisory role of one Senior Program Assistant, G5 at Shire Sub-Office. The incumbent is expected to stay abreast of the challenges posed to the Tigray region by the operational context, the UN and humanitarian reform and institutional developments.

The Incumbent will be based in Sub-Office Shire, supporting implementing and operational partners, Refugees and Returnees Services (RRS) and local authority in the implementation of UNHCR’s programs for refugees in Shire, Adwa, Axum, Sheraro urban setting and IDPs in the 18 sites. The Senior Program Associate will 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 will work in line with the multi-functional team to ensure the participation of relevant stakeholders in all phases of the Program Management Cycle. S/he follow up on any change regarding alignment of verifying indicators, budget, and prioritization needed to measure programme performance, trends, and target interventions, contributing to soundness of operations plan and enhancement of data quality.

The Senior Programme Associate supports the sub-office by leading, organizing, and facilitating the planning process, mid-year review and end-year evaluation programs, multifunctional team and joint assessments and report back to the Office. The Senior Programme Associate documents monthly and annual reports from implementing partners. The incumbent provides technical support and guidance to UNHCR’s and partners’ staff on compliance on partnership agreement.

Living and Working Conditions:

Staff members should be prepared to operate under challenging conditions with extremely limited resources. The staff members will be working within a city that has been isolated for several months due to the crisis which began in November 2020. The office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no COVID-19 protocols adhered to by the camp(s) population. Staff wear masks but will often work with large groups of refugees who do not.

There is one general hospital in Shire, and it has been closed following the resumption of conflict and capture of the town by ENDF/EDF forces. The nearest medical facility is in Mekelle-located at 300 km from Shire. Most pharmacies are closed, so staff with prescriptions should come with at least 3 months of prescription medication. Staff are accommodated in one of two guest houses. Each has rooms with equipped with bathrooms, common areas, and a fully equipped kitchen. The town has running water and electricity from the national grid, but these services have stopped following the recent conflict. However, each guest house has a backup generator. The office relies on VSAT for internet connectivity, as it has been two years since internet connectivity stopped in the whole region.

There is no banking service in the town at all, the office relies on the UNHAS flight to bring cash, which currently is stopped.

Additional Qualifications

Skills

• DM-Database Management,
• IT-Computer Literacy,
• PG-Development and monitoring of programme assessments and surveys,
• PG-Programme Analysis,
• PG-Programme Management (programme cycles and reporting standards),
• PG-Results-Based Management

Competencies

• Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

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

Compendium

Additional Information

• 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.

Only Shortlisted candidates will be contacted.