Senior Project Control Assistant

Hardship Level (not applicable for home-based)

CFamilyUNOPS LICA52025-01-01November 22, 20241. General Background

The UNHCR Representation in Venezuela is comprised of the Country Office in Caracas, two Field Offices located on the border with Colombia (San Cristobal and Maracaibo), as well as three Field Units, one in Caracas, the capital district; Carupano (Sucre) in the border with Trinidad and Tobago and Guyana; and Santa Elena de Uairen in the border with Brazil.

The operational context in Venezuela remains challenging, affecting both refugees and asylum seekers and the Venezuelan population in humanitarian crisis, including displaced persons, returnees, and people on-the-move. Since the first quarter of 2022, an increase in returns and a high need for protection has been observed.

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.

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 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.

2. Purpose and Scope of Assignment

- Contribute to reviewing the internal control systems of implementing partners and Field Offices
- Prepare the Verification visits monitoring plan for the Project Control Unit.Participate in the financial verification’s visits of partners and FO's “in situ” on a quarterly basis or earlier when needed.
- 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 implementation issues and risks to supervisors.
- Recommend acceptance or non-acceptance of IPRs and payment of instalments.
- Contact implementing partners for project related matters.
- Actively support in identifying and managing risks, as well as seeking opportunities and solutions, within the area of responsibility.
- Contribute to the monitoring of PFA/PWP risk register management.
- Support the external audit process for selected partners.
- Support the necessary actions for the timely closure of projects.
- Perform other related duties as required.

3. Monitoring and Progress Controls
 
A workplan will be prepared at the beginning of the contract between the incumbent and the supervisor to define key activities and project timelines to ensure an efficient delivery of expected outputs and products. Weekly meetings will be organized between the supervisor and the consultant to discuss advances, track progress and discuss how to overcome potential challenges.

The Senior Project Control Assistant will directly report to the Assistant Project Control Officer. S/he is expected to work in line with the Multifunctional Team (MFT) approach, ensuring her/his involvement on relevant meetings related to the Programme implementation (PFA/PWP’s and DI’s), to provide support when required.

The incumbent will also contribute to reinforce UNHCR’s and Partners internal control systems, in compliance with the Country Operation Plans and UNHCR’s rules, policies and procedures, providing recommendations accordingly.

The incumbent will be expected to visit the Partners and Field Offices/Units on a regular basis to fulfil his/her responsibilities.
4. Qualifications and Experience

a. Education (Level and area of required and/or preferred education)
A university degree in Accounting, Business Administration, Project Management, Economics, or a related field.

b. Work Experience

Years of Experience / Degree Level
2 years relevant experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher.

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).

c. Key Competencies
     
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies
Planning and Organizing
Political Awareness
Stakeholder Management

d. Language requirements
Knowledge of English and/or UN working language of the duty station if not English is desirable.

e. Functional Skills
FI-Auditing practical experience
IT-Computer Literacy
FI-PeopleSoft Financial Management
MG-Project Management
PC-Quality Assurance/Control
UN-UN/UNHCR Financial Rules and Regulations and Procedures

f. Travel requirements
Contractor may be required to travel 20% of the time to locations other than their assigned work location.

 

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.

Required Languages

English

,

,

Desired Languages

,

,

Additional Qualifications

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

Other information

This position doesn't require a functional clearance

Home-Based

No