Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-12-18
Job Posting End DateJanuary 2, 2024
Standard Job Description
Senior Programme Assistant
Organizational Setting and Work Relationships
The Senior Programme Assistant would normally receive guidance from more senior programme staff in the operation/bureau/division. The incumbent may receive indirect guidance from other sections and units relevant to the country/region programme(s). UNHCR Manual, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Senior Program Assistant.
S/he is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. The incumbent is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.
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
- Provide administrative assistance and support in routine services and activities within Programme thus better able to meet the needs of persons of concern.
- Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects.
- Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on, in compliance with established guidelines and procedures included in the framework for implementing with partners.
- Guided by the MFT approach, support the development and implementation of monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.
- Contribute to the review and analysis of operations plans, mid-year and year-end reports, ensuring quality assurance and compliance with established policies, guidelines, procedures and standards. Generate and maintain records of implementation rate (performance progress and expenditures) on a regular basis.
- Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits.
- Use UNHCR's corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis.
- Actively contribute to UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes.
- 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
G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
Demonstrated experience in Programme Management, Operation Management Cycle and related processes.
Knowledge of Results Based-Management.
Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc)
Desirable
Completion of UNHCR Learning Programmes or specific training relevant to function of the position including Programme Management Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme.
Experience in programme management training and capacity building activities.
Functional Skills
*IT-Computer Literacy
PG-Programme Management (programme cycles and reporting standards)
PG-Results-Based Management
DM-Database Management
PG-Programme Analysis
(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 will be required to have good drafting skills and the ability to interact with different partners and stakeholders both within and outside UNHCR.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position:
As at the end October 2023, the total number of refugees and asylum seekers in Kenya stood at 676,332 with additional 70,451 individuals profiled and awaiting registration by the Department of Refugee Services. UNHCR Kenya Operation maintains three main offices as follows: Branch Office in Nairobi, Two sub-offices in Kakuma and Dadaab. A Joint Refugee Service Centre has also been established, operated jointly with the Refugee Affairs Secretariat, to provide all protection services to PoCs in Nairobi. The general security situation remained relatively calm.
Government of Kenya continues to protect all refugees and asylum seekers through government-led protection processes (registration, documentation, refugee status determination and data management) and manages refugee issues through their inclusion into national and county plans, policies and programmes and their economic inclusion as a viable and sustainable alternative to encampment. Kenya operation focus is on the implementation of the roadmap for solutions while maintaining the asylum space as the office ensures refugees benefit from basic services, including the integration of healthcare and education in the national systems.
The Senior Programme Assistant will report to the Senior/Programme Officer and will work closely with all the units in the Branch Office and will support the two field locations. The incumbent will Support the direct implementation of relevant and specific sector projects including education activities planned for the inclusion, livelihoods interventions in collaboration with other UN agencies, private sector and development partners, CBI, and cash-like projects Support with the UNV, UNOPS and Interpreter contracts including their payments. The incumbent will contribute to fundraising efforts, and the development of new partnerships (public/ private/ Government) and Support inter-agency coordination efforts for the Kenya Country Office.
Living and Working Conditions:
Despite below security concerns, Nairobi is a good duty station for families with good medical facilities. Recreational facilities, schools and hotels are of international standards.
Nice and affordable housing is available, as well as good banking facilities in addition to unlimited access to communication means, such as internet, telephone SIM cards etc. There is no malaria in Nairobi, but cholera, malaria and yellow fever occur in other parts of Kenya. When entering the country, yellow fever card/vaccine is required.
Security Considerations
Due to the COVID-19 pandemic, there are various restrictions in place, including a curfew from 10.00 pm to 4.00 am.
Politically instigated demonstrations and riots may occur at any time. Hazards such as road traffic accidents, fire, diseases outbreak and flooding are frequent. The crime threat level in Nairobi like in many other large cities is high and physical violence is a common feature of burglaries in residences, carjacking and robberies. The terrorism threat level in Nairobi is moderate but is high in North Eastern. A high sense of vigilance and alertness is required at all times.
Additional Qualifications
Skills
Education
CertificationsHCR Learning Program - UNHCR
Work ExperienceAnnual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: Stateless
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Stakeholder management, Teamwork & collaboration
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance