Recruitment at United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA)

Job Title: Program Associate

Locations: Maiduguri, Borno
Employment Type: Full-time
Grade: G7
Vacancy Type: Fixed Term
Contract Duration: 1 Year with Possibility for extension

Background

• The UN Office for the Coordination of Humanitarian Affairs (OCHA) is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies.
• OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions
• This job opening is being advertised for the position of Programe Associate GS-7 located in the OCHA Maiduguri Office and reports to the NHF Programe Officer.

Duties and Responsibilities
Summary of Key Functions:

• Provide support to the implementation of the monitoring pillar of the NHF accountability framework.
• Provide support to the Programme Pillar of the NHF Accountability Framework.
• Facilitate knowledge-building and knowledge-sharing on NHF processes within OCHA Nigeria and the NHF implementing partners.
• Provide support to HFU Management functions.
• Provide support to the implementation of the monitoring pillar of the NHF accountability framework.

Perform monitoring missions in line with the NHF monitoring plan:

• Assist with the coordination and implementation of field monitoring visits and remote monitoring of NHF-funded projects.
• Document, analyze, and interpret the results from field monitoring visits and remote monitoring to assess the progress against the strategic objectives of the Allocation and the Fund.
• Review submitted project monitoring reports, analyze the results and follow up on recommendations with respective partners.
• Provide training and capacity support on monitoring and reporting to NHF partners, in line with NHF Training Plan.

Provide support to the Programme Pillar of the NHF Accountability Framework:

• Review corrects and approve NHF Narrative Reports
• Liaise with partner to receive progress narrative reports in time as per defined operational modalities of NHF funded project.
• Review narrative reports and provide feedback to partners.
• Guide partners and respond partners ‘queries about narrative reporting.
• Support in new partner intake and due diligence.
• Support in Strategic and Technical Reviews of allocation processes.
• Support drafting of the NHF Annual Report.
• Support in project revisions as required.

Facilitate knowledge-building and knowledge-sharing on NHF processes within OCHA Nigeria and the NHF implementing partners:

• Support capacity assessment of new partners.
• Support capacity building of NHF eligible partner.
• Support Allocation management process.
• Support preparation of donor field visits

Provide support to HFU Management functions:

• Keep NHF contact lists up to date.
• Support the preparation of NHF allocation meeting.
• Support the preparation of NHF Advisory Board meetings.
• Take meeting minutes.
• Support other functions as requested the Head of the HFU.

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Required Skills and Experience
Education:

• Secondary education is required.
• A University Degree in the position related fields will be given due consideration but not a requirement.

Experience:

• A minimum of seven (7) years (with secondary education) or 4 years (with Bachelor’s Degree) of progressively responsible experience in humanitarian affairs, monitoring and/or programmes or similar functions is required.
• 3 years experience in working in the BAY States (Borno/Adamawa/Yobe) is required
• Experience working with OCHA Pooled Funds (NHF and/or CERF) either directly or as a partner is required.
• Experience working in the UN system is required.
• Experience working with Monitoring and Evaluation is required.
• Availability for travel.
• Proficiency is MS office suite.
• Knowledge of databases structure and advance excel skills are desirable.

Competencies
Core Competencies:

• Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (Insert up to 7 Competencies):
Business Direction and Strategy – Strategic Thinking:

• Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

2030 Agenda: People – Gender:

• Gender Mainstreaming

Business Management – Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management – Resource Management

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

Business Management – Change Management

• Ability to prepare, support, and help individuals and teams in designing and implementing organizational change

Business Management – Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Development – Integration within the UN

• Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Language:

• Fluency in written and spoken English is required.
• Knowledge of local languages is an asset.

Application Closing Date
20th September, 2023.

Method of Application
Interested and qualified candidates should:
Click here to apply online

Job Title: Admin / Finance Officer

Job Opening Number: 13428
Location: Abuja
Grade: NOC
Vacancy Type: Fixed Term
Practice Area: Management
Contract Duration: 1 Year with Possibility for extension
Agency: UNOCHA

Description 

• This job opening is being advertised for the position of Administration and Finance Officer NOC located in the OCHA Abuja Office and reports to the Head, Administration and Finance Officer (P3).

Key Duties and Responsibilities

• Under the direct supervision of the Head, Administration and Finance Officer (P3), the Administration and Finance Officer will be responsible for the following duties:

Human Resources Management:

• Effectively coordinates actions relative to the administration of human resource activities, e. g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff. Provide guidance on requirements of the performance appraisal system and maintain a system to track compliance.
• Maintain confidential personnel files, ensuring that information is complete and updated.
• Ensure that separating staff finalize in-country formalities prior to their departure.
• Ensure that staff time and attendance is properly recorded, verified, and submitted in a timely manner to UNDP for national staff and to the Executive Office, for international staff.

Budget and Finance:

• Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess the progress of actual work versus the programme plan. Coordinates the production of programme reports.
• Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilisation of program resources.
• Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources.
• Coordinate the production of financial reports for headquarters and donors.
• Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.
• Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.
• Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments.
• Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system.
• Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets.
• Provide information needed to respond to audit observations/findings.
• Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources.
• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
• Provides guidance and leadership to more junior staff.

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Procurement:

• Plans, develops, and manages all procurement activities within the delegation of Authority and contractual aspects of the OCHA regional procurements for the provision of various Goods & Services, considering local economic and other conditions.
• Advises requisitioning offices/units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
• Prepares/oversees preparation and distribution of the request for quotations and manages/conducts all aspects of quotations evaluation.
• Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.
• Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.
• Signs procurement orders up to the authorized limit, and, in case where the amount exceeds authorized signature authority, prepare submissions for review and approval by the authorized official.
• Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
• Identifies new technologies, and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.
• Provides technical advice on procurement activities to officials of substantive units during all phases of the procurement cycle.
• Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations,  bids or proposals, negotiation of certain conditions of contracts in full compliance with rules and regulations.
• Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.
• Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc
• Assists in the procurement process for assigned activities

General Administration:

• Oversees work related to procurement, billing, and receipt of income from various services, operational travel program, procurement monitoring, and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Reviews adequacy of departmental space requirements.
• In collaboration with the Department of Safety and Security (DSS) and the Head of the OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office, and residential premises.
• Ensure that the office premises are well maintained and provided with common services.
• Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements as necessary
• In line with regional office priorities, provides physical and remote surge support to OCHA Offices in the MENA Region on various aspects of Administrative functions.
• Performs any other duties as may be assigned.

Competencies
Professionalism:

• Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluation skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, and make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Accountability:

• Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within the prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight, and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Planning & Organizing

• Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Qualifications
Education:

• An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or a related field is required.
• A first-level university degree in combination with an additional seven (7) years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• A minimum of 5 years with a Master’s Degree and/or 7 Years with a Bachelor’s Degree of progressively responsible experience in administration, finance, accounting, human resources management, or related field is required.
• A minimum of two (2) years of relevant experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable.
• Experience with Umoja or similar enterprise resource planning tools is desirable.
• Experience handling finance-related matters in a humanitarian context within the UN common system or other comparable international organizations is desirable.
• Experience in the region is desirable.

Language Requirements:

• Fluency in written and spoken English is required.

Application Closing Date
16th September, 2023.

Method of Application
Interested and qualified candidates should:
Click here to apply online

Note: UNOCHA reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job descriptions, experience, and educational requirements.