Job Title: Project Control Officer
Job ID: 14929
Location: N’Djamena, Chad
Salary Grade: P3
Hardship Level: D
Family Location Type: Non-Family

Procedures and Eligibility

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Duties and Qualifications

Project Control Officer

ORGANIZATIONAL CONTEXT

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. Therefore, the incumbent should report directly to the same senior management level as programme, i.e. Country Representative, Deputy Representative, Head of Office. The incumbent may supervise national and international staff.

Project Control Officers 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).

FUNCTIONAL STATEMENT

Accountability

• Quality assurance of project agreements is provided in accordance with applicable UNHCR rules and regulations.
• A project monitoring plan is in place and implemented in collaboration with multi-functional teams (MFT).
• Assurance of project implementation and delivery of expected results within budget/resources, timeframe, and in accordance with project agreements is provided.
• Resources transferred to implementing partners are utilized for the intended purposes and in accordance with project agreements.
• Performance delivery and financial expenditure reported by implementing partners are accurate and consistent.
• Sufficient and adequate internal controls are in place for the management of projects and activities.
• Programme and senior management are promptly informed of major variances and risks in the execution of projects (budgets, finance, implementation or timeframe).
• Project audit certificates are of good quality, timely obtained, and recommendations are implemented.

Responsibility

• Participate in the operation’s annual assessment and planning cycle.
• Support the selection and retention processes of implementing partners in accordance with UNHCR’s rules, policies and procedures.
• Review that project agreements are in conformity with Country Operation Plans and UNHCR’s rules, policies and procedures.
• Formulate and implement a project monitoring plan in collaboration with the programme unit and MFT.
• Track the management of project risks in collaboration with the programme unit, and report major risks to senior management.
• Review, analyze and verify Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and check accuracy and consistency between IPFR and IPR, in accordance with project agreements.
• Undertake missions within the geographical area of responsibility.
• Monitor, track and verify that expenditure for direct implementation by UNHCR is in line with the approved budget.
• Conduct reviews of the internal control systems of implementing partners and provide advice as required.
• Provide feedback and recommendations of identified variants, risks and issues to the partner, programme unit and escalate to management as required.
• Prepare project control reports with the current status of programme implementation and financial status.
• Inform management of cases where UNHCR may not adhere to its obligations under project agreements.
• Manage the selection and engagement process of audit providers for projects, and the execution of the audits, including obtaining reports, reviewing outcomes and following-up with recommendations.
• Carry out timely project closure in coordination with the programme unit.
• Participate in country-level programme training for implementing partners and UNHCR staff as necessary, as well as brief staff and implementing partners on project control and risk management.
• Provide input to the mid- and end-year programme review process on issues related to project control and risk management.
• Maintain professional relationships with implementing partners.
• Keep up-to-date with all UNHCR rules, regulations and procedures necessary to perform these duties.
• Perform other duties as required.

Authority

• Report on financial and operational performance and risks related to projects, and escalate issues to senior management.
• Recommend acceptance or non-acceptance of IPRs and payment of instalments.
• Advise on improvements related to project management and internal controls.
• Contact implementing partners for project related matters.
• Have unlimited access to financial and operational records relating to projects

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• Undergraduate degree (equivalent of a BA/BS) in Accounting, Finance, Public or Business Administration, Economics or related field, OR undergraduate degree (equivalent of a BA/BS) in another field combined with a professional qualification in accounting, auditing or finance (CPA/CIA or equivalent) plus minimum 6 years of previous job experience in the field of accounting/finance, project management, business analysis, quality assurance and/or risk management, of which at least 2 years in an intergovernmental organization (United Nations or similar). Graduate degree (equivalent of a Master’s) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
• Excellent knowledge of international auditing standards, with a minimum of 2 years of practical experience in auditing.
• Good understanding of project and resource management.
• Excellent computer skills, in particular in MS Office applications
• Excellent communication and negotiation skills.
• Excellent knowledge of English and working knowledge of another UN language.

(In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.)

• **For National Officer positions, very good knowledge of local language and local institutions is essential.

DESIRABLE QUALIFICATIONS & COMPETENCIES

• Professional qualification in accounting, auditing or finance (CPA/CIA or equivalent).
• Project management accreditation highly desirable.
• Risk management certification.
• Good knowledge of UNHCR systems (such as Focus and MSRP).
• Excellent knowledge of United Nations financial rules and procedures.
• Good understanding of the workflows of major Entreprise Resource Planning financial modules (such as PeopleSoft, SAP or Oracle).
• Working experience with accrual accounting (such as IPSAS or IFRS).

Position Competencies

• C001L3 – Accountability Level 3
• C002L3 – Teamwork & Collaboration Level 3
• C003L3 – Communication Level 3
• C004L3 – Commitment to Continuous Learning Level 3
• C005L3 – Client & Result Orientation Level 3
• C006L3 – Organizational Awareness Level 3
• M001L3 – Empowering and Building Trust Level 3
• M006L3 – Managing Resources Level 3
• M003L3 – Judgement and Decision Making Level 3
• M002L3 – Managing Performance Level 3
• X001L3 – Analytical Thinking Level 3
• X003L3 – Technological Awareness Level 3
• X005L3 – Planning and Organizing Level 3

Additional Information

<p>For those people applying for High Risk Duty Stations, we strongly encourage colleagues to read the country specific security and welfare profiles which can be found on the Intranet under Support Services – Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). These profiles have been specifically designed to answer some of the key questions (on security conditions, medical provisions, staff welfare, living and working conditions) potential applicants might have before deciding to apply. Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care. This project is still in the pilot phase, and as such some of the information leaflets are being produced as we speak and might not be available yet. They will be soon, so keep checking. </p>

Desirable Attributes

The Project Control Officer based in N’Djamena reports directly to the Representative and will be expected to be conversant with the current programming tools of UNHCR including the FOCUS, and MSRP.

The Project Control post demands extensive finance and audit skills that have been acquired from previous field experience and operations, including emergency situations, complemented with solid technical knowledge of MSRP and FOCUS. The incumbent should also have exceptional analytical skills, good communication skills, networking capacities, and tactful techniques that are needed in dealing with Partners, Government counterparts, Project auditors, Oversight bodies (UN Board of Auditors, and Office of the Internal Oversight Services), as well as liaising with the Implementing Partner Management Services (IPMS) in HQ. The Project Control Officer shall serve as the focal person on all audit issues within Chad Operation, and he/she will be required to work in close collaboration with all partners that are implementing projects within the operational coverage area of Chad. S/he should be able to coach implementing partners and also put in place preventive measures to secure UNHR’s resources and ensure that they are used for the agreed objectives.

Interpersonal Skills: Great sense of initiative and leadership, as well as teambuilding skills, are required for this position. Proven record of inter-personal skills and team spirit are paramount to the nature of this culture and the staff of UNHCR Chad. S/he should be able to work effectively with people from all backgrounds and be comfortable in working with a large workforce that demands respect and appreciates leadership. Political sensitivity, effective resource management skills, performance orientation, pro-activeness and maturity are crucial for effective management of the workforce and ensuring the best results in the operation.

Desirable Attributes

Experience and Skills: Apart from excellent functional competencies, the incumbent for this position would also be expected to possess proven managerial skills and competencies with an emphasis on capacity building, leadership and planning. S/he must have clearly demonstrated competencies in managing processes and performance of a large and diverse workforce including awareness of International Standards on Auditing and knowledge in the application of IPSAS to further assist and guide staffs to obtain understanding of financial management procedures and processes. Performance orientation, initiative and maturity are equally crucial to keep the workforce together and to yield the best results in the operation. Previous experience in different UNHCR fields of accounting/finance, project management, business analysis, quality assurance and/or risk management are essential, as well and exposure to very large operations and management of huge data. S/he should have previous experience in the region and/or working in a complex operations in high risk duty stations with large scale IDP and returnees (refugees/IDPs).

External Environment: Political awareness is of essence since the incumbent will have regular contacts with other UN Agencies, UNHCR partners and government institutions and ministries.

Current Situation

Chad hosts some 400,000 refugees including Sudanese, Central Africans, and Nigerian, Congolese and other refugees and tens of thousands of Chadians who returned from CAR and are at risk of statelessness.

The operation in Chad is currently decentralized and the Branch Office in N’Djamena retains the role of strategy provision and coordination of four Sub-Offices and their respective Field Offices. Each Sub-Office has an Administrative Finance Officer who reports directly to the respective Head of Sub-Office. There are more than 15 implementing partners working with UNHCR.

Working and Living Conditions

N’Djamena is an expensive city. Finding good accommodations remains a challenge. However there are a number of supermarkets where local and foreign goods are available and expatriates frequent a number of restaurants offering Lebanese, Chinese, French and other foods.

Security Considerations

N’Djamena is a security level 2 duty station. While security in N’Djamena is, at present, stable, due to criminality staff are discouraged from walking in the streets, taking taxis, staying out late at night and visiting public places alone. Physical integrity of UNHCR staff. UNHCR staff are always reminded the need to strictly respect all norms of security.

Additional Factors

Given the considerable and diverse work load, it is important that the applicant be motivated, hard-working, organized and fluent in French (written and spoken). Working knowledge in English, especially written, is also required as more and more reports, internal as well as external, are requested in English.

Closing Date

Please note that the closing date for all vacancies in the Add.3 to the September 2017 Compendium is Thursday 15 March 2018 (midnight Geneva time).