Job Title: Project Control Officer
Job ID: 7427
Location: Damascus,
Syria
APA Location: Damascus,
Syria
Salary Grade: P3
Hardship Level: C
Family Type Location: Non-Family
ORGANIZATIONAL CONTEXT:
UNHCR is an international humanitarian organization
operating in approximately 126 countries with 388 offices worldwide, with an
annual budget of approximately $3 billion and annual expenditure nearing $2
billion. Over recent years the Organization has repositioned itself in the
humanitarian sector and has adapted its operating model accordingly. Within an
evolving results framework, results-based management and International Public
Sector Accounting Standards are two key projects currently being implemented.
The Organization has also adopted a global management accountability framework
and a decentralized operating model to achieve global strategic goals and
priorities. Approximately one third of annual expenditure is disbursed on
behalf of UNHCR by partner contracting organizations.
Project Control Officers are responsible for the oversight
of projects. They play a key role in ensuring that the Organization receives
good value for money, but are not responsible for the management of the project
or the approval of transactions. Depending on the size and complexity of the operation
and the budget/expenditure disbursed through implementing partners, the
position of Project Control Officer will be at the P4, P3 or P2 level as well
as National Officer level. Given the oversight element and the requirement for
independence from programme functions, Project Control Officers must report
directly to the Representative or Deputy Representative (or Head of Office as
appropriate).
FUNCTIONAL STATEMENT
Accountability:
* Resources transferred to IPs are utilized for the intended
purposes and in accordance with applicable UNHCR rules and regulations.
* Effective oversight of the implementation of projects and
activities is exercised.
* IPs meet UNHCR's administrative, financial and procurement
requirements in the execution of projects, and provide good value for money.
* Sufficient and adequate internal controls are in place for
the management of projects and activities.
* Risks are identified, and a mitigation plan is
implemented.
* Senior management is promptly informed of major variances
in the execution of projects (budgets, finance, implementation or timeframe).
Responsibility:
* Assess, during the selection process of IPs, their
capacity to deliver and their internal controls.
* Ensure that IP agreements for the office are established
in conformity with UNHCR's financial rules, policies and procedures as well as
the latest Headquarters' instructions.
* Monitor all financial aspects of project management as
well as operational risks at the office level.
* Identify solutions to financial and operational issues,
through discussion with IPs and other stakeholders.
* Analyze project expenditures levels and patterns in
relation to the operations plan, signed agreements and implementation rates to
track project progress.
* Provide input to the mid-year programme review process on
issues related to project control and risk management.
* Undertake missions within the geographical area of
responsibility to monitor project execution.
* Monitor that expenditure for direct implementation by
UNHCR is in line with the budget and that intended outputs are being achieved.
* Facilitate responses to relevant audit queries and monitor
implementation of audit recommendations.
* Monitor and participate in the external auditor selection
process.
* Monitor that satisfactory project reports have been
submitted by IPs for all completed projects, and that all installments have
been either used as per the stipulations in the IP Agreement or returned to
UNHCR, and report to senior management.
* Participate in country-level programme training for IPs
and UNHCR staff as necessary, as well as brief staff and implementing partners
on project control and risk management.
* Report to senior management 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.
* Perform other duties as required.
Authority:
* Report on financial and operational risks related to IP
projects at the office level, and escalate issues to senior management.
* Verify that project deliverables, execution and quality
are in line with contractual terms and conditions.
* Verify and certify submitted IP financial and operational
reports.
* Endorse IP installment payments.
* Have unlimited access to financial and operational records
relating to projects.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL
EXPERIENCE:
* University Degree in Accounting, Finance, Public or Business
Administration, Economics or related field, OR university degree in another
field combined with a professional qualification in accounting, auditing or
finance (CPA/CIA or equivalent).
* Minimum eight 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 two years in an
intergovernmental organization (United Nations or similar).
* Excellent knowledge of international auditing standards,
with a minimum of two years of practical experience in auditing.
* 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 essentials.
DESIRABLE QUALIFICATIONS & COMPETENCIES:
* Professional qualification in accounting, auditing or
finance (CPA/CIA or equivalent).
* Project management accreditation highly desirable.
* Risk management certification.
* Excellent knowledge of United Nations financial rules and
procedures.
* Good understanding of the workflows of PeopleSoft/Oracle
Financial modules.
* Working experience with accrual accounting (such as IPSAS
or IFRS).
Operational Context
With over 120,000 registered refugees and an estimated half
a million unregistered, the urban refugees operation is Syria is the
largest worldwide. The unprecedented scale of this operation has posed serious
operational challenges to UNHCR managers, the Finance Officer (for Project
Control) as one of the key functions in this operation. Over the past three
years, UNHCR Syria¿s operational budget exceeded USD 80 million annually with
14 Implementing Partners including Government agencies, with over 70% being
implemented directly by UNHCR given the absence of, or limited number of NGOs
authorized to work in Syria.
The operation in Syria is a complex political and
operational environment, placing enormous pressures on field managers. The PCO
post demands extensive finance and audit skills in diverse field experience and
operations, both big and small, including in emergency situations. It is
certainly not a place for anybody without a solid experience, technical
knowledge of MSRP both at the financial and supply field of applications,
EPM/FOCUS budgeting and reporting with exceptional drafting skills, networking
capacities and the right communication skills with Implementing partners and
counterparts and other oversight entities such as the UN Board of external
Auditors and the Office of Internal Oversight Services (OIOS).
Apart from the current heavy refugee programs of UNHCR in
the country, the operations in Syria is now facing a growing involvement with
internally displaced Syrians that has placed additional burdens on UNHCR and an
even greater premium on colleagues with the capacity and sensitivities to work
in the current environment due to the
unrest in the country.
As one of the largest UNHCR urban refugees operations, with
a geographically and culturally diverse environment, the incumbent has the
responsibility of:
¿ To assess, during the selection process of IPs and its
subsequent yearly evaluation review, their capacity to deliver and their internal
controls in financial management and its accountabilities.
- To ensure that IP agreements for the office are
established in conformity with UNHCR¿s financial rules, policies and
procedures.
- To monitor and analyze all financial aspects of project management
as well as operational risks at the office level.
- To identify solutions to financial control issues, through
discussion with IPs and other stakeholders at the office level.
- ¿To analyze project expenditure levels, and its budget
variances and patterns in relation to the operations plan, signed
sub-agreements and implementation rates to track project progress.
- To provide input to the mid-year programme review process
on issues related to project¿s financial and sound internal control and provide
an accurate analysis of risk management and its areas of risks
- To undertake missions within the geographical area of
responsibility to monitor effective project execution.
- To monitor that expenditure for direct implementation by
UNHCR is in line with the budget and that intended outputs are being achieved.
- To facilitate responses to relevant audit queries and
monitor effective implementation of audit recommendations including response on
Management Letters to Implementing Partners and Gov¿t counterparts within the
country of operation.
- To monitor and participate in the external auditor
selection process and give its recommendation.
- To make recommendations in the closure of sub-projects and
to lead the technical process in closing projects in the system and updating
records of audit certificates and management letters into Livelink
- To monitor that satisfactory sub-project reports (IPFR1
and IPFR2) have been submitted by IPs for all completed sub-projects, and that
all installments have been either used as per stipulations in the IP Agreement
or funds were refunded to UNHCR, and eventually prepare a report to the Senior
Management.
- ¿To participate in country-level programme training for
IPs and UNHCR staff as often as necessary, as well as to brief staff and
implementing partners on project¿s financial management and internal control
and provide training as required in risk management.
- ¿To report to Senior management 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.
External Environment
Political awareness is of essence since the incumbent will
have regular contacts with other UN Agencies, UNHCR implementing &
operational partners. The main external interaction is with the Syrian
Government, national partners including the Syrian Arab Red Crescent, the service
provider of the ATM cards (The Bank), Suppliers and with other UN Agencies.
Interpersonal Skills
Great sense of initiative and leadership as well as
teambuilding skills is required for this position. Proven record of inter-personal
skills and team spirit is paramount to the nature of this culture and the staff
of UNHCR Syria. S/he should be able to work effectively with people from all
backgrounds and be comfortable in working with a large workforce and demands
respects 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.
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 leadership and planning. He/she must have
clearly demonstrated competencies in managing processes and performance of a
large and diverse workforce including awareness of international auditing
standards and a good knowledge in the application of IPSAS to further assist
and guide staff to obtain a good understanding of financial management
procedures and processes impacted by the recent introduction of online IPSAS .
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 field of accounting/finance, project management,
business analysis, quality assurance and/or risk management are essential as
well. The Project control officer is also expected to supervise one or two
national support staff equally with good financial or accounting background and
solid experience in similar field.
Working conditions
As of 12 February 2012 Syria
is officially a non-family duty station with a six-week R&R cycle (to Amman). Amman has been proposed as the APA and the terms
of installation of family members in APA is under revision by DHRM.
Closing Date
Please note that the closing date for vacancies in Part I of
the September 2012 Compendium is Thursday 27 September 2012 (midnight Geneva time).
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