Hardship Level (not applicable for home-based)A (least hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeUNOPS LICA5
Target Start Date2024-03-27
Job Posting End DateApril 1, 2024
Terms of ReferenceCandidates must be legally present in Costa Rica at the time of application, recruitment, and hire.
Only candidates holding a legally job permit in Costa Rica will be considered eligible.
UNHCR is committed to a diverse and inclusive environment, so its staff come from a wide range of socio-economic backgrounds and world perspectives. We are committed to maintaining diversity in terms of age, gender identity and expression, sexual orientation, nationality, racial identity, religious beliefs, among others. People belonging to minority groups, people with special abilities, people who are qualified and meet the requirements of each vacancy are especially encouraged. All applications will be treated with the strictest confidentiality.
Include in your application all your work experience
Eligible candidates may be required to take a technical test and/or an interview.
Only shortlisted candidates will be notify
If you have special needs or require assistance to apply, please contact cossarrhh@unhcr.org
Operational Context:
The United Nations High Commissioner for Refugees (UNHCR) is mandated to lead and coordinate international action for the protection of refugees and asylum seekers globally. Its primary function is to safeguard the rights and welfare of refugees, working towards ensuring effective access to the right to seek asylum and to find effective security and protection in another State.
The UNHCR office in Costa Rica carries out various actions in the field with the aim, on one hand of informing refugees and asylum seekers about their rights, responsibilities, and available assistance opportunities in the country; and, on the other hand, to establish a direct communication channel with these individuals to understand their situation and needs from their entry into the country. UNHCR in Costa Rica currently has 13 partners implementing protection projects, gender-based violence prevention, child protection, livelihoods, among others. Similarly, it carries out different activities in support of the national asylum system and public policies for the legal and effective integration of refugees in the country.
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 program(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 program 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.
2. Purpose and Scope of Assignment
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.
The Senior Programme Assistant will carry out the following duties:
• Provide administrative assistance and support in routine services and activities within Programme Unit 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.
• Provide follow-up on direct implementation through UNHCR's corporate tools (e.g., Cloud ERP, COMPASS etc.) for assigned activities related to planning, budgeting, implementation, and reporting, generating data for evidence-based programmatic decisions and analysis.
• Generate and maintain records of implementation rate (performance progress and expenditures) on a regular basis.
• Actively contribute to UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes.
• Perform other related duties as required.
3. Monitoring and Progress Controls
The Senior Program Assistant is partially responsible for the administrative flow of the processes carried out by the Program Unit. They provide administrative assistance to the Program team in all routine processes of the Unit's ordinary operation. They will carry out a routine of control and monitoring of the deadlines set by the Program calendar, as well as those arising from Results-Based Management processes, Partnership Agreements, Risk Management, etc.
Under the guidance of a supervisor, they will assume a part of the monitoring and follow-up of activities implemented by partners and directly by other Units; and support the organization, facilitation, and reporting of the strategic and programmatic planning processes and events of the UNHCR office in San José.
For this purpose, they will manage the accesses permitted by their position in the different UNHCR corporate tools.
Likewise, they must actively contribute to the Program Unit, developing or applying tools and methods for an orderly record of activities carried out; presenting quarterly reports, or with the frequency required by their supervisor.
4. Qualifications and Experience
a. Education (Level and area of required and/or preferred education)
2 years relevant experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher
b. Work 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
Experience working with refugee, migrants, or vulnerable individuals.
c. Language Requirements
Required Spanish C2
Desirable B1 knowledge of English and/or UN working language of the duty station if not English.
d. Key Competencies
Functional Skills
PG-Programme Management (project formulation, Programme cycles and reporting standards)
PG-Results-Based Management
DM-Database Management
PG-Programme Analysis
IT-Computer Literacy
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies
Empowering and Building Trust
Cross-Functional Competencies
Analytical Thinking
Planning and Organizing
Stakeholder Management
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.
Required Languages
,
,
Desired Languages Spanish
,English
,
Additional Qualifications
SkillsDM-Database Management, IT-Computer Literacy, PG-Programme Analysis, PG-Programme Management (programme cycles and reporting standards), PG-Results-Based Management
Education
CertificationsHCR Learning Program - UNHCR
Work Experience
Other informationThis position doesn't require a functional clearance
Home-BasedNo