Project Control Associate - Caracas

Duties and Qualifications

1.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 Project Control Associate 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 may supervise other general service staff.

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).


2.Duties

-Contribute to reviewing the internal control systems of implementing partners.
-Contribute to reviewing that IP agreements are in conformity with Country Operation Plans and UNHCR¿s rules, policies and procedures.
-Monitor that a complete record is maintained for all projects.
-Contribute to reviewing, analysing and verifying Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and to checking accuracy and consistency between IPFR and IPR, in accordance with project agreements.
-Ensure that the funds obligated under an IP agreement permit the payment of the next instalment or a disbursement, confirming the status of instalments already paid.
-Support timely project closure in coordination with the programme unit.
-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.
-Maintain professional relationships with implementing partners.
-Keep up to date with all UNHCR rules, regulations and procedures necessary to perform these duties.
-Escalate IP issues to supervisors.
-Recommend acceptance or non-acceptance of IPRs and payment of instalments.
-Contact implementing partners for project related matters.
-Have unlimited access to financial and operational records relating to projects.
-Perform other related duties as required.

3. Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 - 3 years relevant experience with High School Diploma; or 2 years 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
Not specified.

Desirable
Not specified.


Functional Skills

FI-Finance - Accrual accounting (IPSAS/IFRS);
IT-Computer Literacy;
MG-Project Management;
PC-Quality Assurance/Control;
MG-Risk Management;
FI-Auditing practical experience;
UN-UN/UNHCR Financial Rules and Regulations and Procedures;
IT-ERP (Enterprise Resource Planning) Functional Knowledge;
IT-Microsoft Office Productivity Software;

(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.


4.Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

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

Managerial Competencies
Judgement and Decision Making
Managing Resources

Cross-Functional Competencies
Planning and Organizing
Political Awareness


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. Additional Information Pre-selected candidates might be invited to sit in a written test. Only pre-selected candidates will receive a notification. Applications received out of the established deadline will not be considered.

UNHCR is committed to have a diverse workspace. All suitable candidates interested to apply, are invited to send their application regardless of gender, civil status, race, colour, ethnicity or nationality of origin, religious believes or sexual orientation.

The application to UNHCR positions is free of charges (application, interview, recruitment, training, etc.).

Only pre-selected candidates will be contacted.

For any additional consultation regarding this vacancy please contact vencahr@unhcr.org Contact person In case of any problem please contact UNHCR Venezuela Human Resources team at vencahr@unhcr.org
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See below for this postion's Operational Context
======================================================================================================== This position is located in Caracas, Venezuela and he/she reports to the Project Control Officer.

Additional to the duties, the incumbent will be in charge of:

-Contribute to reviewing the internal control systems of implementing partners.
-Contribute to reviewing that IP agreements are in conformity with Country Operation Plans and UNHCR¿s rules, policies and procedures.
-Assist Project Control Officer in the performance of his duties, including when required interpretation during meetings.
-Assist in the design and implementation of training and sensitization activities for partners and UNHCR staff.
-Monitor that a complete record is maintained for all projects, including e-SAFE update.
-Contribute to reviewing, analysing and verifying Financial and Performance Implementing Partner Reports (Part I-IPFR and Part II-IPR), and to checking accuracy and consistency between IPFR and IPR, in accordance with project agreements.
-Ensure that the funds obligated under an IP agreement permit the payment of the next instalment or a disbursement, confirming the status of instalments already paid.
-Bring to the attention of supervisor 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.
-Maintain professional relationships with implementing partners.
-Keep up to date with all UNHCR rules, regulations and procedures necessary to perform these duties.
-Escalate Implementing Partner issues to supervisor.
-Recommend acceptance or non-acceptance of IPRs and payment of instalments.
-Contact implementing partners for project related matters, under the direction of supervisor.
-Have unlimited access to financial and operational records relating to projects.
-Perform other related duties as required.