JOB DESCRIPTION

Deadline for Applications

November 30, 2025

Hardship Level

B

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

GS6

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

2026-01-01

Standard Job Description

Operations Associate

Organizational Setting and Work Relationships

The incumbent normally works under the supervision of the (Senior) Operations Officer. S/he performs a variety of functions related to the instructions and guidelines for UNHCR in the Regional Bureaux and in the Field about reporting, implementation and Planning for projects within a certain geographical area.

S/he works quite independently on regular assignments with an oversight from the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. Work is controlled for meeting expected results and conformity to policy and procedures.

The Incumbent does not normally have a direct supervisory role. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the Organization and with local suppliers/services/ partners normally on routine subject matters.

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

• Review operational data, regional and country operations plans and ensure that plans are correctly set up by verifying indicators, budget lines, prioritization and apportioning.
• Create reports; conduct regular regional, operation-specific and comparative analyses of plans through COMPASS, Cloud ERP, Power BI – Results Data Portal and Workday to create appropriate tables for Operations Officers.
• Use tables to detect and quickly show inconsistencies and/or system problems, possible programme shortfalls and advise field operations accordingly.
• Assist in training of staff to build capacity in: COMPASS, Cloud ERP, Power BI – Results Data Portal and Workday.
• Initiate administrative processing of implementing instruments, sub-agreements and closure of projects at the Operations level.
• Provide administrative and operational support across a range of programme activities, including but not limited to processing field requests related to financial transactions, procurement actions, and documentation for internal review and approval processes (e.g., Committee on Contracts, Budget Committee), ensuring compliance with relevant procedures and timelines.
• Contribute to the preparation of plans, reports, project documents and submissions for donor funding by drafting and reviewing text and preparing budgets.
• Prepare background information of use in discussions within the Country Operations, Bureau, Divisional Support and field Offices.
• Follow-up, in close coordination with the field, on the purchase requests with the concerned units at Headquarters and prepare draft memos with field inputs for submission to Committee on Contract.
• Liaise with Donor Relations, maintains records of status of contributions, commitments, availability of funds, compiles data and produces financial reports to be attached to Appeals or reports.
• Keep track of up-dated Fact-Sheets of Country and Regional Operations.
• Gather information from the press and other public sources to facilitate the Operations Officers analysis of political and social developments impacting on UNHCR’s operations.
• Enforce compliance with UNHCR’s global strategies, protocols and guidelines.
• Decide which issues of inconsistency and/or non-compliance with RBM processes and deadlines have to be brought to the attention of Operations Officers, senior management and country/regional operations.
• 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

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

Business Administration, Economics, Political Science, Law

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

In depth knowledge of/previous experience in COMPASS, Cloud ERP and Power BI – Results Data Portal and/or other RBM systems analysis. Understanding of the basics of IPSAS.

Desirable

Training in programme design, monitoring & evaluation. Completion of UNHCR learning programmes relevant to the functions (e.g. OMLP). Knowledge of UNHCR”s operational rules and procedures. Direct experience as Programme or Operations Associate and in COMPASS development training.

Functional Skills

IT-Computer Literacy;

DM-Data Management;

PG-Resource Planning;

PG-Results-Based Management;

PG-UNHCR”s Programmes;

IT-Enterprise Resource Planning (ERP);

(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.

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

Managing Resources

Cross-Functional Competencies

Analytical Thinking

Planning and Organizing

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 Profile

Operational Context

UNHCR has been operational in Malawi since 1987, working in close partnership with the Government of Malawi to provide protection and solutions to refugees, asylum seekers, internally displaced persons (IDPs), and stateless people. The National Office is based in Lilongwe, the capital city, and leads the coordination of protection and solutions including self-reliance activities in line with international frameworks and commitments.

As of October 2025, UNHCR supports over 59,000 refugees and asylum seekers mainly residing in Dzaleka Refugee Camp. On average, the country receives 250 asylum seekers per month and 150 new births are registered every month in the refugee camp.

With continued instability in the Great Lakes and Horn of Africa regions, the operation anticipates a steady increase in arrivals. Based on current trends, the refugee and asylum-seeking population in Malawi is projected to reach approximately 61,000 by the end of 2025.

UNHCR’s work in Malawi is guided by the principles of the Global Compact on Refugees and contributes to the achievement of the 2030 Agenda for Sustainable Development.

Nature of Position:

The position reports to the Head of National Office, and works in close collaboration with multi-functional teams in the Multi-Country Office in Zambia, as well as with internal and external stakeholders in Malawi, to ensure the effective delivery of sustainable response for refugees in Malawi.

The role supports the smooth implementation of sustainable response strategies and operational frameworks that address the needs of forcibly displaced and stateless persons in Malawi. The incumbent will contribute to the effective development and execution of strategic and inclusive programmes that address the needs and capabilities of forcibly displaced and stateless persons, and will coordinate, monitor, and mobilize resources and partnerships in the delivery of programmes.

Key roles and responsibilities will include aligning operational interventions with strategic priorities and available resources, support risk-informed decision-making in programme execution, contribute to participatory assessments using an Age, Gender, and Diversity (AGD) approach to inform operational planning and utilize standardized tools for monitoring to track progress and performance including review reports and suggest adjustments to meet targets effectively.

The incumbent will support end-to-end management of partnership agreements/arrangements including through performance monitoring, and facilitating coordination with government entities, UN agencies refugees and other stakeholders to ensure synergy in operations for effective and impactful programmes. The Operations Associate will also be responsible to facilitate training and knowledge exchange on UNHCR’s programming approaches to ensure consistency throughout the programme management cycle.

The Operations Associate will also play a critical role in supply, administrative and financial management. The incumbent will process financial transactions, manage accounts payable and receivable, liaise with local banks, handle VAT refund claims, ensure implementation and compliance with UN and UNHCR financial regulations, and with internal control mechanisms and audit requirements. Familiarity with International Public Sector Accounting Standards (IPSAS) or similar frameworks is essential, as is experience coordinating with auditors and financial oversight bodies.

In addition, the Operations Associate will play a key role in administrative functions, including workflow management, document verification, accurate record keeping, reconciliation, reporting and will contribute to the implementation of UNHCR’s Cash-Based Interventions (CBI) by processing transactions through systems such as CashAssist and DHoTS. Coordination with MCO Zambia and the Regional Bureau of East and Southern Africa will be crucial to ensure alignment of financial practices and programme goals.

Supply chain and logistics duties form another essential part of the role. The Operations Associate will support procurement planning, bid evaluations, and contract management in line with UNHCR’s supply policies and will monitor delivery schedules through coordination with vendors, transporters, and government authorities for timely delivery of goods and services. In the absence of the Head of National Office, the Operations Associate will serve as Officer-in-Charge, assuming leadership responsibilities and ensuring operational continuity.

Desired Candidate Profile

The candidate is required to be a highly skilled and adaptable professional with a strong background in programme management, operational coordination, administrative and financial oversight, and supply chain coordination. This role requires proactive and solutions-oriented capabilities to manage multiple and/or urgent responsibilities.

He/she should demonstrate experience and skills in coordination and strategic engagement with broad stakeholders and partners for inclusive programmes. The candidate must be experienced in coordination and should possess strong analytical skills to advance strategic protection and solutions priorities for national system inclusion and local solutions. Their ability to foster consistency and coherence across programme interventions will make them an asset to the team.

The successful candidate must also demonstrate strong political awareness and an ability to understand and analyze the local and regional political context and how it impacts the refugee situation in Malawi. This includes monitoring policy changes and assessing their potential effects on the protection environment and thus designing and implementing programmes. The candidate should be well versed in the structures and functioning of Government at the national and local levels and should demonstrate experience in inclusive, sustainable programme design and implementation. Additionally, s/he should be skilled in monitoring and evaluation, utilizing standardized tools to track progress, assess performance, and recommend timely adjustments to meet programme targets.

Strong interpersonal and communication skills are essential, as the Operations Associate will represent UNHCR in meetings and serve as Officer-in-Charge in the absence of the Head of National Office. The candidate must demonstrate integrity, accountability, and a commitment to humanitarian principles, with the flexibility to travel to remote areas and engage directly with beneficiaries.

The candidate should have strong analytical skills, proficiency in Microsoft Excel, and digital resource planning tools. S/he must be capable of producing comprehensive financial reports that inform strategic decision-making and operational planning. Any certifications related to procurement or logistics will be considered an additional asset.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

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Operational context

Occupational Safety and Health Considerations:

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

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

DM-Data Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, PG-Results-Based Management, PG-UNHCR”s Programmes

Education

Certifications

Business Administration – Other, Economics – Other, Law – Other, Political Science – Other

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Additional Information

Functional clearance

This position doesn”t require a functional clearance