Organization: UNHCR – United Nations High Commissioner for Refugees
Location: Zalingei | Nairobi
Grade: Administrative support – GS-5/GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Project and Programme Management
Closing Date: 2024-11-23
Hardship Level
E (most hardship)
Family Type
Non Family with Residential Location
Family Type
Non Family with Residential LocationDanger Pay
Residential location (if applicable)
Nairobi (CO), Kenya
Grade
GS5
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
Remote work accepted
No
Target Start Date
2025-01-01
Deadline for Applications
November 23, 2024
Standard Job Description
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 ERP system 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.
– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– 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.
Desired Candidate Profile
Nature of Position:
The Senior Programme Assistant is based in the inter-agency HUB established in Zalingei, and covers all Darfur states and is supervised and managed by the Assistant Programme Officer.
The incumbent is expected to work in line with the multi-functional team (MFT) approach as defined in Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle. The incumbent will be focal point for assigned partners and carefully monitors their implementation rate and proposes timely solutions and/or alerts the supervisor on re-programming needs.
The incumbent is to perform in a stressful environment, albeit in less than ideal living and working conditions. The Darfur region has been in a state of humanitarian emergency since 2003. This environment requires a mature level of flexibility, cultural awareness, demonstrate high level of conflict sensitivity and sound decision-making.
The incumbent is expected to join the duty station upon their appointment.
DCP:
Knowledge of UNHCR working software-PROMS, Cloud ERP, Workday and COMPASS.
– Knowledge partnership management and budget inputs.
– Knowledge of multi-year planning exercise.
– Knowledge in excel and data analyzing is an advantage.
– Coordination skills with other offices and stakeholder management.
– Reading and writing in English is a key advantage for the position.
Assets:
Knowledge of and experience with tracking earmarked funding
Knowledge of and experience with UNHCR’s operations in Darfur
Ability to conduct field monitoring missions in Darfur
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
DM-Database Management, IT-Computer Literacy, PG-Programme Analysis, PG-Programme Management (programme cycles and reporting standards), PG-Results-Based Management
Education
Certifications
HCR Learning Program – UNHCR
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearance
This position doesn’t require a functional clearance