Grade

GS4

General Service

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

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2024-05-01

2024-12-31

April 25, 2024

Standard Job Description

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 Project Control Assistant receives regular 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
– 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, so that the balance available under each project can be easily monitored.
– Escalate IP issues to supervisors.
– Support the recommendation of 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 G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Accounting, Finance, Auditing, Project Management,
Business Analysis, Quality Assurance, Risk Management,
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Excellent computer skills, in particular in MS Office applications.
Excellent communication skills.

Desirable
Training/certificate in Accounting, Auditing, Business Administration, Finance, Project Management or related field.
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
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.

Title of Position: Project Control Assistant
Category & Level: General Service, G4
UNHCR Quito, Ecuador
Effective date: 01 May 2024
Duration: Until 31 December 2024 (With possibility of extension based on performance)
(Upon references check)

ORGANIZATIONAL CONTEXT

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 Assistant receives regular 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).

FUNCTIONAL STATEMENT

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

– 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, so that the balance available under each project can be easily monitored.
– Escalate IP issues to supervisors.
– Support the recommendation of acceptance or non-acceptance of IPRs and payment of instalments.
– Contact implementing partners for project related matters.
– Perform other related duties as required.

ESSENTIAL MINIMUM QUALIFICATIONS, PROFESSIONAL EXPERIENCE AND REQUIRED COMPETENCIES

Years of Experience / Degree Level

– For G4 – 1 year of relevant experience with High School Diploma; or Bachelor or equivalent or higher.

Field(s) of Education

– Not applicable
–
Certificates and/or Licenses

– Accounting
– Finance
– Auditing
– Project Management
– Business Analysis
– Quality Assurance
– Risk Management

Relevant Job Experience

Essential

– Excellent computer skills, in particular in MS Office applications. Excellent communication skills.

Desirable

– Training/certificate in Accounting, Auditing, Business Administration, Finance, Project Management or related field. 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-Auditing practical experience
– IT-Computer Literacy
– FI-Finance
– MG-Project Management
– PC-Quality Assurance/Control
– UN-UN/UNHCR Financial Rules and Regulations and Procedures

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

Cross-Functional Competencies

– Planning and Organizing
– Political Awareness
– Stakeholder Management

SUBMISSION OF APPLICATIONS

A) English Mandatory (B2 Level).
B) Shortlisted candidates may sit a technical test.
C) To be considered eligible for this position, foreign candidates must have a temporary or permanent residence in Ecuador that allows them to carry out work activities in the country.
D) 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

CVs WILL NOT BE ACCEPTED BY EMAIL. ONLY THOSE APPLICATIONS SENT THROUGH THE SYSTEM WILL BE CONSIDERED

No late applications will be accepted.

Only shortlisted candidates will be notified.

1. For any technical issues encountered during the online application, please contact the Global Service Desk (hqussd@unhcr.org) prior to the deadline to allow enough time to resolve issues.

2. For any questions about the selection process, please contact Human Resources (ecuquhr@unhcr.org ).

NOTE

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).

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

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

This position doesn’t require a functional clearance

English

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Skills

FI-Financial auditing, IT-Computer Literacy, MG-Project Management, PM-Project Assurance

Education

Certifications

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

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