GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelA (least hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Target Start Date2024-06-01
Target End Date2024-12-31
Job Posting End DateJune 4, 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 corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) 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 ProfileUNITED NATIONS HIGH COMMISSIONER FOR REFUGEES
INTERNAL / EXTERNAL VACANCY NOTICE – TEMPORARY APPOINTMENT
Title of Position: Senior Programme Assistant
Category & Level: General Services, G5
UNHCR Quito, Ecuador
Effective date: 01 June 2024
Duration: Until 31 December 2024 - Temporary Appointment
OPERATIONAL CONTEXT
UNHCR, the UN Refugee Agency, has presence in Ecuador since 2000 to deliver protection and promote the inclusion of asylum-seekers, refugees, and other people who were forced to leave their countries.
Ecuador is a destination and transit country for persons in need of international protection. Over the past two decades, Ecuador has been hosting over 70,000 recognized refugee (mainly Colombians) and has become a main destination and transit country for Venezuelan refugees and migrants, ranking third after Colombia and Peru. While 80% of Venezuelans arriving in Ecuador are in transit to third countries, official estimates that more than 400,000 are residing in Ecuador, with less than half of them holding a legal status.
UNHCR strives to provide a comprehensive and multi-faceted protection and assistance, either during emergencies or with a long-term perspective. The wide variety of activities mainly are coordinated from the country office in Quito as well as through Sub-Offices in Quito, Guayaquil, and Ibarra, to reach nearly all the Ecuadorian territory. UNHCR also has field offices in Esmeraldas and Lago Agrio, and field units in Tulcan, Huaquillas, Cuenca, Manta y Ambato.
Programme management is fundamentally about how UNHCR designs and delivers programming in line with its protection mandate. The Program Unit ensures that the implementation of the interventions, through partners or direct implementation, are built on a results-based approach and with evidence and sound analysis, according to 2023-2025 multiyear strategy.
UNHCR seeks an individual committed to humanitarian principles and functionally relevant work experience in programme management in areas relevant to UNHCR. The candidates should have flexibility/adaptability i.e. analyzing, adapting to, and working effectively in a variety of situations, often under demanding conditions, and coping with the unforeseen or unexpected.
Team spirit as well as result orientated performance is also required. The candidates should have strong communication skills (written and spoken) principally in Spanish language whereas intermediate level of English language is strongly desired. A high level of mobility and adaptability is required of the candidates as they may be requested to take up field mission in and out of the country at short notice.
FUNCTIONAL STATEMENT
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 corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) 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.
- Perform other related duties as required.
ESSENTIAL MINIMUM QUALIFICATIONS, PROFESSIONAL EXPERIENCE AND REQUIRED COMPETENCIES
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Certificates and/or Licences: Business Administration, Project Management or related
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
PG-Programme Management (project formulation, programme cycles and reporting standards)
PG-Results-Based Management
DM-Database Management
PG-Programme Analysis
IT-Computer Literacy
Language Requirements
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies
Empowering and Building Trust
Cross-Functional Competencies
Analytical Thinking
Planning and Organizing
Stakeholder Management
ELIGIBILITY
Candidates must be present in the country at the moment of selection.
SUBMISSION OF APPLICATIONS
A) English and Spanish are mandatory (B2 level).
B) A technical test may be administered to shortlisted candidates.
C) Foreign candidates, to be considered eligible for this position, must have a temporary or permanent residence in Ecuador that allows them to carry out work activities in the country.
D) If selected the candidate must submit a current and updated RUC Unique Taxpayer Registry. The salary offered is in net terms.
E) If you wish to be considered for this INTERNAL/EXTERNAL vacancy, please submit your application according to the following instructions:
- CANDIDATES WITH ACCESS TO THE WORKDAY: In order to apply, you must first create your profile in the WORKDAY system.
- EXTERNAL CANDIDATES: Candidates who do NOT have access to the WORKDAY system should submit their application through UNHCR's official site for applications: https://www.unhcr.org/careers.html
WHEN CREATING A CANDIDATE PROFILE IN WORKDAY, PLEASE USE CAPSLOCKS FOR LAST NAME AND NO SPECIAL CHARACTERS (Ñ OR ACCENTS)
CVs WILL NOT BE ACCEPTED BY EMAIL. ONLY THOSE APPLICATIONS SENT THROUGH THE SYSTEM WILL BE CONSIDERED.
NOTE
If you are a person with a disability and need additional assistance during the application and/or recruitment process, please contact us by email: ecuquhr@unhcr.org.
UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
Functional ClearanceThis position doesn't require a functional clearance
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Additional Qualifications
SkillsDM-Database Management, IT-Computer Literacy, PG-Programme Analysis, PG-Programme Management (programme cycles and reporting standards), PG-Results-Based Management
Education
CertificationsHCR Learning Program - UNHCR
Work Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information