Job Title: Senior Data Management Associate(On Replacement Capacity)
Vacancy Notice:IVN/EVN/KAK/18/010
INTERNAL / EXTERNAL
Position Number:10016580
Location: Kakuma
Position Grade: G7
Organizational Context
Define the role of the position within the team,describing its leadership role, if any, it’s external / internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercised by the incumbent.
The position is supervised by a professional staff member who provides the incumbent with general guidance and workplans. The incumbent works independently with an oversight from the supervisor. The position directly supervises some support staff.
Contracts are mainly with the colleagues in the same duty station to exchange information and to discuss the work plans. External contacts are with the national and local authorities for gathering and exchange of data.
Accountability
(key results that will be achieved)
· The Office has reliable and up-to-date data on persons of concern.
· Standard and ad-hoc reports are produced. Trends and patterns of data are analysed and interpreted.
Responsibility
(process and functions undertaken to achieve results)
· Ensure regular database back-ups and integrity of the databases through timely data entry and verifying accuracy and relevance of data on a regular basis…
· Coordinate the data transfer of refugee records amongst camps.
· May be required to collect GIS data, update maps and undertake field trips to project sites.
· Ensure that the data which are mainly related to asylum seekers, refugees and persons of concern to UNHCR are correctly entered into the computer databases.
· Develop and run the required reports from the databases used in the operation including ProGress database and assist in analysis/interpretation of data to identify patterns/trends.
· Compile data and interpret the statistics for various reports.
· Develop forms and tools for data collection and analysis.
· Identify knowledge and hardware gaps of the operation in relation to all aspects of data management.
· Perform any other duty as required.
Authority
(decisions made in executing responsibilities and to achieve results)
· Decide on data recorded in the database.
· Decide on appropriate resolution to incidents.
· Escalate issues to supervisor if the incident cannot be resolved within area of responsibility.
· Have access to relevant data and records.
· Supervise data collection and data entry support staff.
Essential Minimum Qualifications and Experience
· Completion of the Secondary Education with post-secondary training/certificate in information and communication technology or related field.
· Minimum 11 years of previous job experience relevant to the function.
· Fluency in English and working knowledge of another relevant UN language or local language.
Desirable Qualifications & Competencies
· Microsoft SQL Server (2005 or later) Certification.
· Knowledge of Microsoft Access.
· Completion of UNHCR learning programmes or specified training relevant to the functions of the position.
· Knowledge of any other relevant UN or local language.
· Previous experience working with UN/UNHCR.
Competencies
Managerial Competencies
· Managing Performance
Cross-Functional Competencies
· Analytical Thinking
· Technological Awareness
· Planning and Organizing
Job Title: Project Control Officer
Vacancy Notice:IVN/EVN/KEN/NBI/18/012
INTERNAL / EXTERNAL
Position Number:10018267
Location: Nairobi
Position Grade: NOC
Organizational Context
Define the role of the position within the team, describing its leadership role, if any, it’s external / internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercised by the incumbent.
The primary functions of project control are to complement programme management and provide oversight of projects including the formulation of performance monitoring plans for PPAs and direct implementation, quality assurance, and verification, and ensuring compliance with UNHCR programme and financial rules, policies and procedures.
Other activities of project control include: Participation and provision of input to the Country Operations Plan, review and quality assurance of project agreements, project audit,monitoring, while ensuring that there is synchrony between financial and operational performance, participation in multi-functional monitoring activities and reviews, capacity building of partners, tracking and management of project risks, supporting project closure, and timely implementation of audit recommendations.
The position is the most senior Project Control position in the Branch Office and requires considerable level of both programme and finance understanding, besides project control expertise.
The incumbent will supervise national staff in the Project Control unit at the Branch Office. Good managerial skills are therefore required, besides excellent organisational skills as the incumbent will be coordinating verification of projects from all parts of the operation and calling upon support from the sub-offices.
The incumbent will work very closely with the Snr. Oversight Officer and the Director of Risk Management in Nairobi to ensure that risk based approach is integrated in the project management and monitoring plans.
The Project Control Officer will mainly interact with the project and finance managers of partner agencies. S/he will play a very important role in maintaining effective partnerships, while ensuring integrity and full accountability our UNHCR programmes and requisite implementation arrangements.
Accountability
(key results that will be achieved)
· Quality assurance of project agreements is provided in accordance with applicable UNHCR rules and regulations.
· A project monitoring plan is in place and implemented in collaboration with multi-functional teams (MFT).
· Assurance of project implementation and delivery of expected results within budget/resources, time frame, and in accordance with project agreements is provided.
· Resources transferred to implementing partners are utilized for the intended purposes and in accordance with project agreements
· Performance delivery and financial expenditure reported by implementing partners are accurate and consistent.
· Sufficient and adequate internal controls are in place for the management of projects and activities.
· Programme and senior management are promptly informed of major variances and risks in the execution of projects(budgets, finance, implementation or time frame).
· Project audit certificates are of good quality,timely obtained, and recommendations are implemented.
Responsibility
(process and functions undertaken to achieve results)
· Participate in the operation’s annual assessment and planning cycle.
· Support the selection and retention processes of implementing partners in accordance with UNHCR’s rules, policies and procedures.
· Review that project agreements are in conformity with Country Operation Plans and UNHCR’s rules, policies and procedures.
· Formulate and implement a project monitoring plan in collaboration with the programme unit and MFT.
· Track the management of project risks in collaboration with the programme unit, and report major risks to senior management.
· Review, analyze and verify Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and check accuracy and consistency between IPFR and IPR, in accordance with project agreements.
· Undertake missions within the geographical area of responsibility.
· Monitor, track and verify that expenditure for direct implementation by UNHCR is in line with the approved budget.
· Conduct reviews of the internal control systems of implementing partners and provide advice as required.
· Provide feedback and recommendations of identified variants, risks and issues to the partner, programme unit and escalate to management as required.
· Prepare project control reports with the current status of programme implementation and financial status.
· Inform management of cases where UNHCR may not adhere to its obligations under project agreements.
· Manage the selection and engagement process of audit providers for projects, and the execution of the audits,including obtaining reports, reviewing outcomes and following-up with recommendations.
· Carry out timely project closure in coordination with the programme unit.
· Participate in country-level programme training for implementing partners and UNHCR staff as necessary, as well as brief staff and implementing partners on project control and risk management.
· Provide input to the mid- and end-year programme review process on issues related to project control and risk management.
· Maintain professional relationships with implementing partners.
· Keep up-to-date with all UNHCR rules,regulations and procedures necessary to perform these duties.
· Perform other duties as required.
Authority
(decisions made in executing responsibilities and to achieve results)
· Report on financial and operational performance and risks related to projects, and escalate issues to senior management.
· Recommend acceptance or non-acceptance of IPRs and payment of installments.
· Advise on improvements related to project management and internal controls.
· Contact implementing partners for project related matters.
· Have unlimited access to financial and operational records relating to projects.
Essential Minimum Qualifications and Experience
· Undergraduate degree (equivalent of a BA/BS) in Accounting, Finance, Public or Business Administration, Economics or related field, OR undergraduate degree (equivalent of a BA/BS) in another field combined with a professional qualification in accounting, auditing or finance (CPA/CIA or equivalent).
· Minimum 6 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 2 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.
· Good understanding of project and resource management.
· 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 essential.
Desirable Qualifications & Competencies
· Professional qualification in accounting, auditing or finance (CPA/CIA or equivalent).
· Project management accreditation highly desirable.
· Risk management certification.
· Good knowledge of UNHCR systems(such as Focus and MSRP).
· Excellent knowledge of United Nations financial rules and procedures.
· Good understanding of the workflows of major Enterprise Resource Planning financial modules (such as PeopleSoft,SAP or Oracle).
· Working experience with accrual accounting (suchas IPSAS or IFRS).
Competencies
Managerial Competencies
· Empowering and build trust
· Managing performance
· Judgement and decision making
· Managing resources
Cross Functional Competencies
· Analytical Thinking
· Technological Awareness
· Planning & Organizing
Job Title: Administrative / Finance Assistant
Vacancy Notice:IVN/EVN/KEN/NBI/18/013
INTERNAL / EXTERNAL
Position Number:10018271
Location: Nairobi
Position Grade: G4
Organizational Context
Define the role of the position within the team,describing its leadership role, if any, it’s external / internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercised by the incumbent.
The Admin / Finance Assistant provides clerical assistance to the immediate supervisor and/or Head of the Office to ensure that routine services and activities within the admin / finance domain are properly implemented.
Subject to the nature of the task/assignment in hand, he/she will receive regular guidance from his/her supervisor. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives.
The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent’s workload and the assignments will remain under constant scrutiny and direction of the supervisor.
Accountability
N/A
Responsibility
· Assists in maintenance of financial records and monitoring systems to record and reconcile expenditures,balances, payments, statements and other data for day-to-day transactions and reports;
· Prepares recurring reports as scheduled and special reports as required for budget preparation,audits or other reasons;
· Prepares detailed cost estimates and participates in budget analysis and projections as required;
· Assists in processing of entitlements, issuance of contracts and maintenance of various personnel records and files;
· Prepares correspondence and reports, as required, on general administrative and financial tasks.
· Assists in the preparation of office budgets applicable to staff and servicing costs and maintains budgetary control records.
· Assists in requisitions of office supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records;
· Performs other duties as required.
Authority
N/A
Essential Minimum Qualifications and Experience
· Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration,Finance, Office Management, Human Resources or other related field.
· Minimum 3 years of job experience relevant to the function;
· Computer skills (MS office and People Soft applications).
· Fluency in English and working knowledge of another relevant UN language or local language (as applicable in the duty station).
· In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.
Desirable Qualifications & Competencies
· Knowledge in UNHCR admin and financial rules, procedures and processes;
· Knowledge and working experience of MSRP (Peoplesoft);
· Completion of UNHCR learning programmes or specific training relevant to functions of the position.
· Knowledge of another relevant UN or local languages.
Competencies
Cross-Functional Competencies
· Analytical Thinking
· Planning and Organizing
Job Title: Protection Assistant (Community Based)
Vacancy Notice:IVN/EVN/KEN/DDB/18/002
INTERNAL / EXTERNAL
Position Number:10018366
Location: Dadaab
Position Grade: G4
Organizational Context
Define the role of the position within the team, describing its leadership role, if any, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercised by the incumbent.
The Protection Assistant (Community-Based) reports to the Community-Based Protection Officer. Under the overall direction of the Community-Based Protection Unit, and in coordination with other UNHCR staff, government, NGO partners and other stakeholders, the Protection Assistant (Community-Based) works directly with communities of concern to identify the risks they face and to leverage their capacities to protect themselves, their families and communities.
The incumbent may have direct supervisory responsibility for part of the protection and/or support staff and supports the application of community-based protection standards, operational procedures and practices in community-based protection delivery at the field level.
To fulfil this role the Protection Assistant (Community-Based) is required to spend a substantial percentage of her/his time working outside the office, building and maintaining networks within communities of persons of concern.
The development and maintenance of constructive relationships with persons of concern that measurably impact and enhance protection planning, programming and results forms the core of the work of the Protection Assistant (Community-Based). The incumbent also supports the designing of a community-based protection strategy by ensuring that it is based on consultation with persons of concern.
Accountability
(key results that will be achieved)
· Effective support is provided to promote AGD sensitive analysis of community risks and capacities as the essential basis for all of UNHCR’s work.
AGD sensitive analysis of community risks and capacities provides the essential basis for all of UNHCR’s work.
AGD sensitive analysis of community risks and capacities provides the essential basis for all of UNHCR’s work.
· The participation of persons of concern is assured through continuous assessment and evaluation using participatory, rights and community based approaches, which inform protection and assistance programming and ensure that UNHCR meets its commitments to accountability to persons of concern.
Responsibility
(Process and functions undertaken to achieve results)
· Through relationships with persons of concern and network of partners stay abreast of political, social, economic and cultural developments that have an impact on the protection environment and provide advice to the protection team. Understand the perspectives, capacities, needs and resources of the persons of concern and advise the protection team accordingly, highlighting the specific protection needs of women and men, children, youth and older persons, persons with disabilities, marginalized groups.
· Support implementing and operational partners as well as displaced and local communities to develop community-owned activities to address, where applicable, the social, educational, psycho-social, cultural, health, organisational and livelihood concerns as well as child protection and prevention and response to SGBV.
· Assist in working with host communities to involve national civil society groups in improving the protection of persons of concern. Assist in the analysis that identifies the capacities of communities of concern and risks they face.
· Support participatory assessments and on going consultation with persons of concern.
· Support communities in establishing representation and coordination structures.
· Ensure community understanding of UNHCR’s commitment to deliver on accountability and quality assurance in its response.
· Collect data for monitoring of programmes and budgets from an AGD perspective.
· Draft and type routine correspondence, documents and reports using word processing equipment and maintain up-to-date filing systems.
· Act as interpreter in exchange of routine information, contribute to related liaison activities and respond directly to routine queries.
· Perform other relevant duties as required.
Authority
(decisions made in executing responsibilities and to achieve results)
· Assist in the enforcement of participatory AGD sensitive analysis as an essential basis for all of UNHCR’s work.
· Identify which individuals or groups to prioritize for counselling and field visits based on agreed criteria.
· Enforce compliance of implementing partners with global protection policies and standards of professional integrity in the delivery of protection services.
Essential Minimum Qualifications and Experience
· Completion of the Secondary education; Training in International Development, Cultural Studies, Human Rights, International Social Work, Social Science, Political Science, Anthropology, International Law or other clearly related disciplines
· Minimum of 3 years previous relevant job experience.
· Computer skills (MS Office, including Excel,Word, PowerPoint, Access)
· Fluency in English and working knowledge of another relevant UN language or local language.
Desirable Qualifications & Competencies
· Knowledge of Administrative / financial rules, procedures, processes in the context of UNHCR offices and Field operations.
· UNHCR learning programmes (PLP).
· Knowledge of MSRP.
Competencies
Cross-Functional Competencies
· Analytical Thinking
· Planning & Organizing
· Political Awareness
Submission of Applications
This vacancy is open for qualified Kenyans ONLY.
Female candidates are encouraged to apply.
Before applying to a vacancy, candidates should download the Personal History Form (PHF) and relevant Supplementary Sheet. Attach the PHF and/or sheet to your application for the position..
Please note that only the present signed PHF and Supplementary Sheet(s), if any, will be considered as valid application documents. No CVs, old P.11 form or other UN agency application forms will be accepted.
CLICK HERE to apply online.
Closing Date: 2018-10-12
Short listed candidates will be invited for a written and then oral interview.