Senior Project Control Assistant

BFamilyFamily GS5General Service

Reason

Regular > Regular AssignmentNo2025-01-01December 24, 2024

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.

As per the Job Description

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English

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

The Senior Project Control Assistant will work under the direct supervision of the Project Control Officer and will play a vital role in overseeing and monitoring the implementation of UNHCR’s projects carried out by partners as well as those executed through direct implementation.

In this role, the Senior Project Control Assistant will not only support partnerships but also complement programme management by ensuring effective oversight of projects. This includes reviewing project agreements, developing risk-based monitoring plans, ensuring quality assurance and accountability, monitoring project audits, and verifying implementation outcomes.

The role also involves ensuring synergy between financial and operational performance for all projects. Responsibilities will include active participation in multifunctional team monitoring activities, tracking project risk management, supporting project closure at the end of the year, and overseeing direct implementation efforts. Strong collaboration with colleagues across various units, especially programme team and partners is essential to ensure that project objectives and provisions in partnership agreements are fully met.

Additionally, the incumbent will contribute to risk management by conducting analyses and assessments of risks associated with partnerships and direct implementation modalities. This includes evaluating compliance with policies, operational practices, mitigation measures, and gaps, and providing technical recommendations in alignment with UNHCR’s financial rules, policies, and regulations, as well as the operational context.

Living and Working Conditions:

Kampala is a Family Duty Station Capital city with a large offer of comfortable houses and flats are available, bank services are excellent as well as a decent internet service and mobile coverage. Power supply might be irregular in some areas hence a generator or backup inverter might be necessary. Medical facilities including hospital of good quality are available as well as a large choice of International school and nurseries. Food and house supplies are available in supermarkets and markets and on-line purchase and home deliveries is efficient. No decent public transport is available, but Taxis/Uber are commonly used and car purchase is an easy option as the offer is wide.
Although Kampala and Entebbe are considered under a moderate security levels (Security levels III), many UN agencies and funds are headquartered in Kampala including UNHCR branch office to provide support on the mandate to protect and assist refugees of both Urban caseloads and those in settlements in the South west, Midwest and West Nile regions. Kampala is considered a family duty station with better social amenities- schools, recreation and health services. The major threat to staff includes and is not limited to prospects of terrorism allowed heavy security presence in both uniform and plain cloth, high road traffic accidents, common law crimes and spontaneous outbreaks of water born disease like Typhoid, cholera plus occasional political /civil unrest mostly contained by Government. The security management systems have put in place mitigation measures to avert the impact of the threats therein and is a collective responsibility of all staff members.

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

Certifications

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

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Political awareness, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of its recruitment process.This position doesn't require a functional clearance