Senior Programme Assistant -Gambella, Ethiopia

Job Description

E (most hardship)

Non Family with Residential Location

Non Family with Residential Location

Addis Ababa, Eth Fed Dem Rep

GS5

General Service

Reason

Regular > Regular Assignment

No

2023-01-02-08:00

November 22, 2022

Senior Programme Assistant 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.

English

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 position is part of the 6-member Programme Unit in Gambella Sub Office. The incumbent will be working under the direct supervision of the Associate Programme Officer, and in collaboration with an Assistant Programme Officer and a Programme Associate. Candidate must be adept at managing excel and generating reports from MSRP (and later UNHCR ‘s new Cloud ERP software once MSRP is phased out). Moreover, s/he will need to review and perform detailed analysis on Partners ‘ submitted budget proposals. In addition, candidate will need to be able to enter budgets in UNHCR ‘s new Results-based management (RBM) software COMPASS and/or show a quick ability to learn. S/he will be required to create requisitions and support the processing of both PO and non-PO voucher payments as guided by Supervisor. Candidate must be familiar with working within a Multi-functional team (MFT) as defined within the Programme Manual; and have an ability to coordinate with the other sections/units to ensure harmonized programmatic approaches throughout the process of RBM. They may refer to UNHCR Programme manual (Chapter IV), COMPASS Guidance, UNHCR Ethiopia ‘s Multi-Year Strategy (2022-2024) and other institutional rules and regulations for further guidance. Completion of the UNHCR Learning programmes or specific training relevant to functions of the position would be of added value. Female candidates are strongly encouraged to apply.

Living and Working Conditions:

Gambella is a non-family duty station. Ordinary guesthouses for staff are provided subject to availability, with plans to expand accommodation with modern facilities. There are limited banking facilities and limited medical facilities. There are daily commercial flights between Addis Ababa and Gambella. The diversity of topography in Ethiopia has resulted in a wide variety of climate in the country. The climate in Gambella is classifies as tropical. The hottest season of the region is in March/April and temperature may rise to 45 °C, followed by a long rain season. Road network within the region is often affected by the heavy rainfall during the rainy season. The average annual temperature in Gambella is 27.6 °C. The average annual rainfall is 1148 mm. Remoteness, isolation, and lack of entertainment in social life are the factors to be also considered prior to applying. Security Considerations Gambella is a non-family duty station, and it is currently at Security Level 3 – Moderate. The security situation in Gambella region has seen a significant deterioration in early 2016. The current security situation in the entire Gambella region is calm but remains unpredictable. There is an increase of criminality in Gambella town due to the economic challenges posed by COVID-19. Police have been reporting house breaking and street robbery related criminal activities. The restriction of movement (curfew) is imposed on staff and occasionally on the activities in the field, depending on the development of the security situation. The security situation is expected to remain the same with no major changes

Additional Qualifications

Skills

Capacity Development, Computer Literacy, Operations Management, Organizing, People Management, Proactive Approach, Program Management, Results-Based Management (RBM)

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: 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, Working with Persons of Concern: Stateless

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

A written test is mandatory for this position.

This position doesn’t require a functional clearance