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12 Apr 2019

Admin/Prog Officer

Job Description

Job Details
Job Title: Admin/Prog Officer
Location: Gaalkacyo, Somalia
Salary Grade: P3
Hardship Level: E
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
Administrative/Programme Officer
Direct supervision is normally received from Senior Admin/Programme Officer or Head of Office who defines the objectives and assignments to be performed and the incumbent carries out the functions independently.  He/She also refers to UNHCR Manuals and relevant policy papers. The incumbent normally supervises some support staff.
The incumbent maintains close working relationships with the UNHCR staff in duty station and other offices/HQ. External contacts predominantly with counterparts in other organizations or at working level in national Government on matters of non-routine significance.
1. Responsible for administering, co-ordinating, supervising, as well as preparing and revising all programme-related activities in the country.
2. Administer the Office, advice the Representative/Head of Office on management of resources and provide guidance to staff on personnel, financial and administrative policies, practices, and rules and regulations in order to ensure compliance with UN financial and staff rules/procedures.
3. Liaise with authorities, implementing partners, and other UN agencies as appropriate to assess beneficiary needs to allow proper design and setting of programme objectives within the framework of UNHCR policies, procedures, and stated country objectives, and to obtain maximum benefit and efficient use of resources in the implementation of programmes.
4. Ensure that assistance programmes meet the common standard agreed upon and that sub-project agreements are established in conformity with UNHCR¿s financial rules and Headquarters¿ instructions, seeking expert advice, as appropriate.
5. Monitor and report on programme related activities, in accordance with UNHCR financial and narrative reporting procedures and making recommendations, as appropriate.
6. Co-ordinate the preparation of Administrative Budget proposals incorporating all needs of the Office, monitor and certify all administrative and budget expenditures on a regular basis to ensure adherence to budgetary limits.
7. Provide advice on the creation/discontinuation of posts and staff redeployment, and handle recruitment, appointment and all the administrative formalities concerning local staff.
8. Co-ordinate all local procurement and supervise and control the procurement of supplies and equipment for the Office ensuring the inventory of NEP maintained up-to-date.
9. Provide training to UNHCR staff as well as to implementing partners on UNHCR programme procedures.
10. Act as Organisation¿s focal point on security, co-ordinate all aspect of security with other UN agencies, design and adopt measures to ensure security of premises and staff according to Field Staff Safety Guidelines.
11. Co-ordinate and direct the preparation of all reports on personnel, financial and administrative matters.
12. Perform any other duty, as required
– Undergraduate degree (equivalent of a BA/BS) in Economics, Business Administration, Finance or other related fields plus minimum 6 years of previous work experience relevant to the function. 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.
– Knowledge of English and UN working language of the duty station if not English.
– Knowledge and working experience of MSRP HR, Finance and EPM Budget applications.
– Familiarity with FOCUS.
– Completion of UNHCR learning programmes or specific training relevant to functions of the position.
– Knowledge of UN/UNHCR administrative and financial rules and procedures.
– Knowledge of additional UN languages.
This is a Standard Job Description for all UNHCR Administrative/Programme Officer positions. 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.
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
M002L3 – Managing Performance Level 3
M006L3 – Managing Resources Level 3
X001L3 – Analytical Thinking Level 3
X005L3 – Planning and Organizing Level 3
X008L3 – Stakeholder Management Level 3
Additional  Information
<p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
See below for this postion’s Operational Context
Additional  Information
For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services – Duty of Care ( Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.
Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.
Desirable Attributes
The Programme function in the Somali operational context is of crucial importance in ensuring proper conceptualization and implementation of Sub-Agreements with implementing partners. Major challenges are present in terms of overall performance of national NGO partners and Government entities and would require very close monitoring and evaluation, as well as coaching and training of IPs. Therefore, the incumbent should be a well-seasoned and experienced staff member with excellent knowledge of administration rules and procedures and also program.  The incumbent should have good managerial skills and will be responsible for supervising national staff in both programme and administrative capacities. The incumbent should have good working knowledge of FOCUS, MSRP and IPSAS. In general, the incumbent is expected to have a steady excellent   record of good performance, professional integrity and perseverance.
He/she should be accustomed to working in complex UNHCR operations.  Due to the fact that a number of national staff members are new to the organization, good coaching skills are required.
The incumbent will also need to have strong interpersonal skills, maturity and necessary flexibility to be able to contribute positively to the team spirit of the Office and most importantly, to be able to work with various stakeholders with differing interest and agenda. The incumbent should have the ability to come up with innovative and creative solutions to operational challenges marked by protracted situations.
Current Situation
Somalia operation is mainly an IDP operation with 1.1 million protracted living in IDP settlement spread throughout the country. Small caseload of protracted refugees and asylum seekers concentrated in Somaliland and Puntland.
The residual impact of cyclic climatic shocks, ongoing conflict and compounding political and socioeconomic factors continue to impact the longstanding humanitarian crisis in Somalia in general, and particularly in Puntland and Galmudug, resulting in significant consequences with respect to protection.
UNHCR Sub-Office in Galkayo where the incumbent will be physically based covers Puntland and Galmudug States and the entire operation is managed by three (3) offices: Field Office Bossaso (FOB) coordinates activities with local authorities in collaboration with other UN agencies and stakeholders in the Bari and Nugaal regions. Field Unit Garowe (FUG) liaises with government counterparts and other humanitarian actors in Garowe; and Sub-Office Galkayo (SOG) coordinates operations in the two states, namely Puntland and Galmudug.
UNHCR Sub-Office Galkayo provides protection and assistance to refugees and asylum seekers (mainly from Ethiopia and, more recently, Yemen), Internally Displaced Persons (IDPs) and Somali returnees.
Access to several locations is very limited for UN Staff.  Implementation of project activities is mainly through local partners. Capacity of local partners generally low and monitoring of activities is done remotely.
Working and Living Conditions
The security situation in Somalia and in particular, Gaalkayo, is well-known for being volatile and unpredictable. The incumbent should, therefore, have experience in working in stressful conditions, have sound security awareness, and be sensitive to social, cultural and religious norms in a country where social interaction is often limited.
The complex working and security environment in Somalia requires the capacity to adapt to and respond to rapidly changing circumstances, as well as managing isolation, insecurity and extremely limited out-of-work activities. The office and guesthouse in Galkayo are in one location. Rooms are all self-contained, air conditioned with cleaning and laundry services available.
While in Gaalkayo or if applicable, other locations in Somalia, the incumbent will be accommodated at UN/UNHCR guesthouses. Gaalkayo is a category E non-family duty station and has a four-week R&R cycle.
All flights in and out of Somalia were mainly UN flights booked through the Somalia Support and Office in Nairobi. However, there are now few international approved air carriers such as Turkish Airlines, Ethiopian airlines and Kenyan Airways.
As regard to staff health, there is nursery located in UNHCR compound and operated by IUNV from UNDP. However, since December 2018, UNDP has terminated the contract of all nurses (IUNV) and decided to replace them by an international physician and one National UNV but the new team has not yet arrived.
Security Considerations
The incumbent would need to complete SSAFE training in Nairobi prior to travelling to Somalia. This is a five day residential course held in Nairobi for staff working in high risk environments. If the incumbent already holds a valid SSAFE certificate a one day refresher course would be needed.
Additional Factors
The incumbent will be required to act as OIC in the absence of the Head of Sub-Office.
Closing Date
Please note that the closing date for vacancies in the March 2019 Compendium is Tuesday 16 April 2019 (midnight Geneva time)

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