Assistant Representative - Operations

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship LevelA (least hardship)

Family TypeFamily

Residential location (if applicable)

GradePR5

Staff Member / Affiliate TypeProfessional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

ReasonRegular > Regular Assignment

Remote work acceptedNo

Target Start Date2023-11-07

Job Posting End DateNovember 28, 2023

Standard Job Description

Assistant Representative - Operations

Organizational Setting and Work Relationships
The Assistant Representative - Operations will function under direct supervision of the UNHCR Representative. The incumbent will advise and assist the Representative in the overall management of UNHCR¿s programme and administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organization¿s mandate. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices within the country. S/he will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country.
UNHCR is well integrated into the UN Resident Coordinator System.

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 the Representative in the overall management of UNHCR¿s programme and administrative activities and issues of concern within the country of assignment in an effective and efficient manner which supports the Organization¿s mandate.
- Promote, together with the Representative, UNHCR¿s objectives and priorities through formal and informal contacts with relevant government ministries and departments, UN Agencies, diplomatic missions, I/NGOs, media and other interested parties to raise support for the work of UNHCR.
- Assist the Representative in supervising the implementation of the country operations plan to ensure that activities are in accordance with UNHCR guidelines.
- Monitor the administration of field offices within the country.
- Ensure effective and efficient management of financial and material resources within the rules and procedures of UNHCR.
- Manage personnel through regular performance appraisals, coaching, and assessments of staff training and development needs.
- Ensure that essential services for the general welfare of staff (e.g. living and working conditions, health, education, recreation, etc.) are in place. This includes the establishment of proper and efficient mechanisms to assist staff suffering from work-related pressure or post-traumatic stress.
- Play an active role in the Security Management team (SMT) in the relevant country and the inter-agency security and contingency planning process; ensure that appropriate security measures and evacuation plans are in place to protect UNHCR staff, and that security guidelines and procedures as outlined by the Designated Official and UNDSS are complied with.
- Report and provide recommendations/solutions to the Representative on political, socio-economic and cultural developments that may affect the situation of the refugees in the country.
- Act as Officer-in-Charge in the absence of the Representative as required.
- Set and enforce parameters, criteria and deadlines for the design, review and report of operations.
- Enforce local compliance with UNHCR¿s workplace standards.
- In coordination with headquarters and the regional office enforce country-level compliance with UNHCR¿s financial rules.
- Enforce compliance with UNHCR¿s human resources policies (e.g. policies on gender, disabilities, diversity, ethics and HIV/AIDS).
- Allocate resources to meet minimum standards for staff working and living conditions
- Clear the submission of the country operations plan (including budgets, staffing levels and structures) as well as of funding submissions, appeals and report.
- Represent UNHCR in UN and other operations management fora.
- Enforce compliance with UNHCR¿s global strategies, protocols and guidelines.

- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience

Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Business Administration; Economics; International Relations;
Political Science; International Law; or other relevant field.

Certificates and/or Licenses
HCR Management Lrng Prg;

HCR Protection Learning Prg;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.

Desirable
- Solid UNHCR experience from both the Field and Headquarters.
- UNHCR specific learning/ training activities (i.e. Management Learning Programme, Protection Learning Programme).

Functional Skills
*EX-Intergovernmental Organization/International Organization (United Nations or similar)
EX-Field experience with UNHCR and/or with other humanitarian organizations
EX-HQs experience with UNHCR and/or with other humanitarian organizations
*MG-5 years of managerial experience;
(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.

Desired Candidate Profile The incumbent is expected to have a solid experience and expertise in Operations Management and Programme Management and have served in a senior capacity and function in various UNHCR country operations including emergencies, both in refugee and IDP settings especially in the context of large refugee operations and natural disasters.

He/she is responsible for overseeing and coordinating the operations pillar of the country operation in Turkiye, the largest refugee hosting country at global level. Consequently, he/she should have proven ability, working knowledge and capacity, possibly demonstrated in equally complex contexts, to lead and coordinate multi-functional teams in planning, implementation, monitoring and reporting at country level, including in relation to multi-sector Cash-based Interventions (CBI), Education and Livelihoods, as a pre-requisite for this position. Accordingly, knowledge and experience with UNHCR’s policies, regulations and compliance systems in planning, resource allocation and management processes and procedures are essential.

The incumbent is the Planning Coordinator for Turkiye Operations and also the focal point for the Risk Management and therefore, expected to have excellent knowledge and relevant experiences in these two important areas.

Basic knowledge of supply management and procurement is an asset as the operation implements a large component of activities under direct implementation involving procurement of goods and services.

He /she has the ability to coordinate, analyze and systematize large amount of information collected from a wide range of colleagues and external sources in order to consolidate consistent and quality reports, Annual Results Reports and input for donor reports and submissions.

Expertise and experience in engaging with non-traditional partners, particularly in the area of humanitarian/development nexus, including development actors, the World Bank and other financial institutions is an asset.

The incumbent should be a seasoned manager, and a leader to guide a diverse and highly skilled country level multi-functional teams during the preparation and consolidation of multi-year plan and strategy documents. He/she should have strong inter-personal skills, good networking, negotiating and diplomatic skills, and ability to develop innovative solutions, and build consensus among heads of different sectoral units and field offices.

It is also important to consider:
- The sensitive political context in the country which requires ability to work collaboratively with government counterparts, donors and other stakeholders in a highly complex environment, in the largest refugee hosting country ;
- The incumbent should have an in-depth knowledge of UNHCR policies and standards, particularly in the area of Operations and Programme and Partnership management, be able to provide high quality guidance and advice on the contextualized application of the policies and procedures for PLAN, GET, SHOW; Partnership management and resource management, as well as other relevant policies;
- The incumbent should have strategic vision, analytical thinking and the capacity to interpret global strategic direction in the operations context to guarantee the production of a high-quality multi-year strategy in close collaboration with local stakeholders including UN agencies.
- He /she has the ability to ability to coordinate, analyze and consolidate in a structured and strategic manner large amount of information collected information from a wide range of colleagues and external sources in order to consolidate and produce consistent and quality country level results reports, Country Operations Plan, and inputs to donors reports and funding submissions.

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

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,

Desired languages

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Operational context

Occupational Safety and Health Considerations:

The general security situation in Ankara remains calm and stable, with security level assessed as 1 (Minimal) in line with the general threat assessment. There have been no serious security incidents recorded in Ankara since 2016. The Turkish security forces are trained, well-resourced and effective. Although thefts and burglaries have been reported in Ankara from time to time, the crime rate is assessed as low and Residential Security Measures (RSMs) do not apply in Ankara. The UN is not considered as a direct target, although the situation can change rapidly due to regional and/or international developments. Protest demonstrations occur in parts of Ankara, against different socio-political and socio-economic issues.. Hazard incidents including road traffic crashes, extreme weather conditions, and occasional stray dog bites remain a concern for the safety of staff. UNHCR security management is guided by the UN Common Security Management System and security advisories are shared with staff as and when required.

Nature of Position:

• Nearly a decade, Türkiye has been hosting the largest refugee population in the world – 3.5 million Syrians and over 308,000 asylum-seekers and refugees of other nationalities. Türkiye has adopted a legal framework (the Law on International Protection and Foreigners and a Temporary Protection Regulation) which forms the basis for refugee protection in Türkiye. The majority of refugees live in the community among local people. The Government of Türkiye takes the lead in the refugee response, based on a solid asylum legal framework and policies to include people of concern in national services. UNHCR supports national and local counterparts in responding to refugees’ specific needs and maintaining protection environment, and co-leads the Regional Refugee and Resilience Plan (3RP) with UNDP.

• UNHCR strategic directions in Türkiye are:

• People in need of international protection have access to quality, fair and efficient procedures in line with international law and the national legal framework.

• People in need of international protection have access to essential and social services.

• Refugees participate in social and economic life harmoniously with the host community.

• Refugees have opportunities for suitable and sustainable solutions based on their individual needs.

• People in need of international protection and the host community benefit from coordinated support from a wide range of actors.

  UNHCR is undertaking its advocacy and active engagement in the refugee response. It works closely with the national authority responsible for the implementation of the Law in international protection, supporting their delivery of registration and refugee status determination services centrally and at their provincial units. It also provides inputs for enhancing the capacity of the national social protection system, focusing on persons with specific needs, on child protection and prevention and response to gender based violence. UNHCR and its partners supplement such efforts by reaching out to refugees, identifying those with specific needs and referring them to and providing them with services, including cash based and in-kind interventions. For education, UNHCR curved out its role in refugees access to tertiary education, assisting refugees to attend universities and continuing life-long learning, including of Turkish languages. UNHCR plays a catalytic role in advocating for refugees’ inclusion in the local labour market, working closely the national entities responsible for the work permits and job-matching, and implementing some pilot activities. Social cohesion between refugees and host community is key in Türkiye successfully hosting refugees and it runs throughout the refugee response, notwithstanding specific interventions UNHCR makes. The main durable solution available for refugees is resettlement and UNHCR Türkiye has sizable resettlement processing capacity. UNHCR monitors on-going temporary and permanent voluntary return of Syrians to their country. Türkiye is one of the convener of the Global Refugee Forum and represents one of the good examples of realsing the goals of the Global Compact for Refugees. UNHCR works closely with other UN agencies for UNSDCF and communicate closely with donors and media.

  In February 2023, Türkiye experienced devastating earthquakes. UNHCR acted immediately to provide life-saving relief items such as tents and blankets. It continues to help the Government of Türkiye providing assistance to earthquake affected people, including refugees.

  The operational environment for UNHCR in Türkiye is very dynamic and complex, as described above. UNHCR has annual appeal budget of USD 350million for the on-going refugee response. In addition, it has appealed for USD 150million for the earthquake response. the Assistant Representative (Operations) requires a proven record of resource management at a large scale. The position requires strategic vision and analytical skills, leading the operation in planning, implementation and results-reporting. UNHCR Türkiye endeavors to engage in a more diversified partnership, not only state institutions and NGOs but also with development actors such as the World Bank and International Financial Institutions. The incumbent of the position must have good representation and negotiation skills with ability to navigate a complicated political environment to maintain adequate protection and operational space.

  The Assistant Representative (Operations), reports directly to the Representative , and is responsible for overseeing and coordinating the operations pillar of the operation comprises of the following: Programmme, Cash Based Interventions, Education and Livelihoods.. The Assistant Representative (Operations) is therefore, responsible for overseen the programming cycle, managing relationships with partners, ensuring provision of the basic needs and essential support functions. The incumbent also is the Planning coordinator for the Operation and the Focal point for Risk Management.

  To carry out effectively the functions of the position, there is a clear need of strategic vision, planning and organizing, analytical thinking and leadership, through knowledge and experience in relevant areas such as, Cash Based Interventions (CBI), Education, Livelihoods, Programme and Supply; UNHCR policies, regulations and compliance systems to be able to provide effective support and guidance during the preparation and consolidation of strategy documents and organization of the planning and programming processes.

  This full-time engagement will require a high degree of energy and enthusiasm to be able to lead and motivate the team through the different phases of the programming cycle, with the ability to proactively seize opportunities to develop innovative and creative solutions, as well as demonstrated flexibility, team spirit and strong interpersonal and managerial skills to be able to operate effectively and build consensus in a diverse team and among different sectoral units and field offices.

  Living and Working Conditions:
  UNHCR in Turkey operates through a branch office in Ankara with three field offices in Gaziantep, Istanbul and Van, as well as four field units in Izmir, Hatay, Edirne and Sanliurfa. The total number of staff in the operation is 376, around 80-20% local-international staff ratio respectively, as well as around 7% of affiliated staff.

  Additional Qualifications

  Skills

  EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): International Law, Bachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Political Science

  CertificationsHCR Management Learning Program - UNHCR, HCR Protection Learning Program - UNHCR

  Work Experience

  CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Negotiation & conflict resolution, Organizational awareness, Political awareness, Stakeholder management, Strategic planning & visions, Teamwork & collaboration

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  Additional Information

  Functional clearanceThis position doesn't require a functional clearance