Snr Project Control Assistant

Grade

GS5General Service

Reason

Temporary > Temporary Assignment/ AppointmentA (least hardship)Family<p></p><p></p> 2024-11-182025-06-30November 14, 2024

Standard Job Description

Senior Project Control Assistant

Organizational Setting and Work Relationships
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. Where there is no Project Control Officer, General Service staff performing project control functions should report directly to the Head of Office.
The Senior Project Control Assistant receives general guidance and work plans from the supervisor. They work independently on regular assignments under the supervision of the Project Control Officer or to the same management level as programme. The incumbent has no supervisory role.
Project Control staff 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).
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
- Contribute to reviewing the internal control systems of implementing partners.
- Assist with monitoring that IP agreements are established for each project.
- Prepare reports on project expenditures levels and patterns in relation to the Country Operations Plan and project agreements and implementation rates to track project progress.
- Assist with the verification of the financial status of projects by researching files, calculating costs and anticipating expenditures, to that the balance available under each project can be easily monitored.
- Bring to the attention of supervisors 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.
- Escalate IP issues to supervisors.
- Recommend acceptance or non-acceptance of IPRs and payment of instalments.
- Contact implementing partners for project related matters.

- 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
For 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
Accounting, Auditing, Business Administration,
Finance, Project Management
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Job experience in the field of accounting/finance, auditing, project management, business analysis, quality assurance and/or risk management.
Excellent computer skills, in particular in MS Office applications.
Excellent communication skills.

Desirable
Good knowledge of United Nations financial rules and procedures.
Good understanding of accrual accounting (such as IPSAS or IFRS).
Working experience with ERP financial modules (such as PeopleSoft, Oracle or SAP).

Functional Skills
FI-Financial auditing
IT-Computer Literacy
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
MG-Project Management
PM-Project Assurance
(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.

The operation in Chile has a workforce of approximately 40 people, composed of staff members (both national and international) and affiliates. The National Office (NO) is in Santiago de Chile, with field presence in Iquique and Arica. The NO Chile falls under the scope of the Multi-country Office (MCO) Argentina, located in Buenos Aires, which also covers Bolivia, Paraguay, and Uruguay.

In Chile, UNHCR collaborates with partners, government institutions, civil society and communities. The focus is on ensuring international protection, advocating for integration, and promoting durable solutions for over 450,000 refugees, asylum-seekers, and others in need of international protection. Special attention is given to working alongside hosting communities to promote peaceful coexistence, reduce xenophobic expressions, and foster positive social processes where both Chileans and newcomers collaborate for the benefit of their communities.

The Senior Project Control Assistance will work independently on regular assignments under the supervision of the Operation Officer or to the same management level as programme and will work in close coordination with the Project Control Officer based at the Regional Office of UNHCR in Buenos Aires and Program Unit in Chile, who will provide for advice and operational support. The incumbent will have as a 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 the segregation of duties between project control and programme functions for effective accountability and oversight. Where there is no Project Control Officer, General Service staff performing project control functions should report directly to the Operation Officer and/or Head of the National Office. The Senior Project Control Assistant receives general guidance and work plans from the supervisor and s/he has no supervisory role. Project Control staff 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).


Duties:
- Contribute to reviewing the internal control systems of implementing partners, developing Strengthening Plans and providing continuous capacity building.
- Assist the Multi-Functional Team (MFT) during Implementing Partners (IP) financial and performance verifications, by performing verification of the financial status of projects by researching files, calculating costs, and anticipating expenditures, so that the balance available under each project can be easily monitored.
- Prepare reports on project expenditures levels and patterns in relation to the Country Operations Plan and project agreements and implementation rates to track project progress.
- Assist with the verification of the financial status of projects by researching files, calculating costs, and anticipating expenditures, so that the balance available under each project can be easily monitored.
- Bring to the attention of supervisors 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.
- Escalate Implementing Partners issues to supervisors.
- Recommend acceptance or non-acceptance of Implementing Implementation Project Financial Report (IPFRs) and payment of instalments.
- Contact implementing partners for project-related matters, in coordination with the MFT.
- Contribute to the definition of IPs Risk Registers, in coordination with the MFT.
- Perform other related duties as required.

Desirable candidate profile:

- -Strong writing skills in English and Spanish.
- -Direct experience in refugee, mixed-movements, and development settings is highly desirable.
- -Strong managerial skills are required and ability to work under minimum supervision; previous experience of interacting with teams remotely or across more than one country, including in donor capitals, would also be an asset.
- -Proven experience in liaising and negotiating with a wide range of stakeholders, including diplomatic corps, government authorities, UN agencies, international NGOs, civil society organizations, and refugee-led organizations.
- -Strong analytical and strategic thinking skills, enabling the development and implementation of effective external relations strategies.
- The successful candidate must be willing and able to work in dynamic, multicultural and fast-evolving environments, promoting diversity, equity, and inclusion.
- Fluency in Spanish and English is required as well as the ability to work independently and under supervision, effectively prioritize tasks, develop strong interpersonal skills, and capability to adapt to changing environments.
- The ideal candidate should have excellent analytical skills, the ability to work under pressure within changing circumstances and be a team worker.
- Experience working with International Organizations and NGOs and knowledge of HR IT platforms such as MSRP, COMPASS, Atlas, and WorkDay is an asset and acquaintance with UNHCR Human Resources Policies & Guidelines is a plus.
- Experience in contract management and recruiting is an asset.This position doesn't require a functional clearanceSpanish

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English

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Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FI-Financial auditing, IT-Computer Literacy, MG-Project Management, PM-Project Assurance

Education

Certifications

Accounting - Other, Auditing - Other, Business Administration - Other, Finance - Other, Project Management - Other

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