UNHCR Associate Programme Officer Job in Kenya

Office of the UNHCR Branch Office in Kenya

Internal/External Vacancy Notice
Job Description
IVN/EVN/NBI/1 2/008

Functional Title: Associate Programme Officer (WITH A LIEN)

Position Number: 10005181
Duty Station: Branch Office, Nairobi
Duration: Initially for One Year

Date of Entry: As soon as possible
Category and Level: NOB
Closing Date: 01 November 2012

Duties and Responsibilities

Under the supervision of the Senior Programme Officer, the incumbent will perform the following duties:
  • Based at the Branch Office, Nairobi (BON), the incumbent will function mainly as the Programme focal point for the Sub Offices in Dadaab and Alinjugur with regard to overall responsibilities of programme management. 
  • This will include close liaison with the Programme Sections in Dadaab and Alinjugur to review the project proposals submitted by implementing partners for UNHCR assistance programme and provide comments and advice in finalizing the sub project agreements according to the overall plan agreed upon, the priorities set out at the Objectives level, the donor earmarking and overall framework of rules and regulations in force. 
  • This will also involve conceptualization of project parameters, resources (staff and funding) and support, preparation of project description, detailed budgets, installment plans, work plans and staffing lists. He/she will be required to ensure consistency among these records, activities and objectives as agreed upon with the implementing partners.  
  • The tasks will entail review of these project documents during the mid-year review, year-end closure of projects or at the time of re-orientation of the country operational goals as well as changes required in budgetary allocations, generate and disseminate correspondence with implementing partners, the sub offices and other sections at BON on the design and development of the project documents. 
  • Stand—in for or promote synergy with programme colleagues entrusted with similar tasks for Sub-Office Kakuma and BON.
  • Follow-up and ensure timely submission by the implementing partners of Project Monitoring Reports (financial and narrative) on programme implementation as stipulated in the sub-agreements. 
  • Conduct a verification of the project records and books of account to determine that the spending of project funds is ¡n order and for the intended purposes. 
  • Prepare and disseminate verification reports. 
  • Subject to the outcome of the verification, initiate request for release or withholding of the next installment to the implementing agencies.
    In conjunction with the verification of Project Monitoring Reports, and together with programme colleagues in charge of projects in Sub-Offices Dadaab and Alinjugur, perform Implementing Partner Recording (IPR) for all valid project expenditures in the MSRP system. 
  • Develop, update and share a common spreadsheet showing project budgets and rates of expenditure and draw the attention of the implementing partners, sector specialists and Senior Programme Officer on projects with low implementation rate requiring their intervention.
  • Maintain an update on project account receivables (X.21 ) and follow up on the timely submission of Final Project Monitoring Reports that are a pre-requisite for project liquidation and closure, generally due on 31 January of the following year. 
  • In this connection, take charge of year-end project account closure, with close consultation with the Senior Programme Officer and the Project Control Officer, on year-end project commitments and follow-up. 
  • Undertake a monthly review of project funding requirements and liaise with Project Control Officer in replenishment of the funds.
    Undertake visits to the field and join the programme teams in the Sub Offices in monitoring the progress of project implementation by the implementing partners, assess their capacity and performance and provide programme guidance and advice aimed at assisting them in effective execution of programme activities. 
  • Place on record advice and support provided to the Programme or draw the attention of his/her Supervisor in the event of managerial and/or operational shortcomings requiring his intervention.
    In close consultation with the Senior Programme Officer, participate and remain fully engaged in the design and development of the Country Operations Plans and other annual planning and reporting exercises and their subsequent revisions. 
  • Together with other programme colleagues, sector specialists and Sub-Office Kakuma, participate ¡n all interactive planning, provide inputs crucial to the development of a sound document or report addressing the protection and material needs of refugees and serving the operational goals.
    In co-ordination with the sub offices and relevant sections at the BON, and participate in operations related to voluntary repatriation or relocation of refugees to other sites. 
  • Prepare and develop project documents, monitor all project implementation (financial and narrative) activities, maintaining records and conduct revision of projects and budgets as and when required.
    Ensure that the project disbursements remain within the authorized allocation, and that there are no over-expenditures or unauthorized payments. 
  • In the same vein, maintain disbursement records, supporting documents, project purchasing records, implementing instruments and other relevant project transactions for audit inspection. 
  • Facilitate the audit inspection. Follow up on compliance by implementing partners with the audit recommendations and keep the UNHCR Management updated.
    Participate programme related meetings with the partners, government counterparts and other UN Agencies and prepared minutes, roadmaps or other documents as required; and undertake necessary follow up action. 
  • Establish effective working relationships with Government Officials, Local Authorities and implementing partners in successful implementation of the UNHCR programmes. 
  • Carry out other tasks as requested or assigned by the Senior Programme Officer or Head of the Section.

Education and Skills: University degree in a relevant discipline (e.g. Social Sciences, Mathematics, Finance, Accounting, Economics, and Business Administration) preferably at a post graduate level. Applicants possessing Certified Public Accountant or Chartered Accountant Certificate will receive added consideration. Should be very conversant with standard computer software, especially Microsoft Windows and Microsoft Office

Experience: A minimum of five years experience ¡n programme management within the humanitarian context. Proven experience with UNHCR or other UN agencies in similar job responsibilities will be given preference.

Languages: Fluency in English is very essential. Good drafting skills (English), good communication skills and good knowledge of Swahili are an advantage.

Work relationships
Internal work relationships
  • Regular / periodic consultation with Assistant Representative (Programme) on important / policy matters.
  • Regular liaison with the Senior Programme Officer on day-to-day matters over emails, discussions and/or meetings.
  • Liaise closely with colleagues in Sub Office Kakuma.
  • Consultation with other Sections, sector specialists and programme / protection staff at the Branch Office.
External Work Relationships
  • Co-ordination of programme implementation with all implementing partners ¡n Dadaab and Alinjugur Sub Offices and their respective Head Offices in Nairobi;
  • Regular interactions with local authorities and other UN Agencies.
Application of guidelines
  • Regular guidance of the Senior Programme Officer on specific matters.
  • Chapter IV Manual of UNHCR dealing with detailed programming and instructions, MSRP Financial System and Focus System of Planning and Budget structure.
  • Application of UNHCR’s other periodic guidelines Financial Rules and Procedures in the form of IOM/FOMs including IPSAS.
  • Supervision exercised and guidelines given
  • Programme Associates and Assistants.
NB: For Internal Candidates

Staff members who wish to be considered for this position should submit their applications by EMAIL ONLY to: The Assistant Human Resources Officer,
Human Resources Section, Email KENNAHRUNHCR.ORG Please quote

Important: Internal Candidates Are Requested To Refer To PPAL Regulation No. 105 Before Submitting Their Applications.

External Candidates

Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc and attach it to their written application for the position. 
Applications should be sent by either through the post address, P.O. Box 43801, 00100 or hand delivered to UNHCR Branch Office for Kenya, Lynwood House, Waiyaki Way (opposite Lions Place). 
Please quote Reference: IVN/EVN/KEN/NBI/12/008. 
Candidates should also submit copies of academic certificates from the relevant institutions.

Important: Only Those Candidates Who Are Short-Listed Will Be Contacted. Candidates Will Be Subjected To Testing. Late Applications Will Not Be Considered.

Nairobi, 20 October 2012

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