Field Assistant

B

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA4

Target Start Date

2023-12-05

Job Posting End Date

December 23, 2023

Terms of Reference

In the absence of the Field Officer/Associate, the field associate will report to the Head of Field Office. You will also have to carry out the following tasks:

• Contact and follow-up with suppliers to ensure process guarantees for services or equipment previously acquired by the Upala office.
• Preparation of terms of reference for purchases and/or contracting of goods or services both for the operation of the office and for processes related to the direct implementation of the Work Plan of the Protection Unit.
• Support in technical aspects to the different units for preparation of technical specifications or terms of references.
• Organize and keep updated control of the processes carried out in the field, such as distributions made, donations, equipment purchased, and other activities carried out by the Upala Office.
• Support the units and the administration unit in the preparation of CRI (individual items or kit) for distributions. Prepare them and support their distribution. Provide support in monitoring the Distribution Plan and its execution in relation to timely distribution, carrying out compliance checks with the SOPs and corresponding backups.
• Make recommendations to the senior administrative assistant regarding improvements in the storage of items in the warehouse, regarding weights, volumes and fragility of items for transfers.
• Monitoring of equipment and data from the FO Greenbox.
• Support to the senior administrative assistant in the tasks that are required.
• Work with the different units to prepare the mission plan based on the available budget and monitor its implementation.
• Maintain an updated record of the progress in the implementation of activities by Units and the appropriate use of the budget and resources in accordance with the Direct Implementation Plan and UNHCR policies.
• Monitoring and management of invoices and supports with the units requesting services received.
• Bill payment management with SJO.
• Support to the protection associate in the convening, agenda and taking of minutes of the monthly meetings with partners.
• Coordinations with the Operations Center in Los Chiles.
• Support to units in the coordination of services with suppliers (Hospedaje Enid, Snacks, loudspeakers, etc.) when required.
• Support to the Program unit in preparatory actions on planning.
• Contribute to the review and analysis of operations plans, mid-year and end-of-year reports, ensuring compliance with established policies, guidelines, procedures and standards.
• Provide reminders and/or training to the team in procedures and formats for the different tasks that must be performed during direct implementation.

Although the current vacancy is open for the candidates to reside in Upala, the selected person will be required to move to the Los Chiles Field Unit in 2024. Therefore he/she will be required to maintain his/her residence in the city of Los Chiles.

Standard Job Description

Field Assistant Organizational Setting and Work Relationships The Field Assistant is normally supervised by the Field Officer/Associate and performs a variety of functions related to Field activities within the office. The supervisor exercises close control and regular review of the work processes and provides regular advice and guidance. The incumbent keeps frequent internal contacts with staff members in the same duty station to exchange information and with the external contacts generally with officials of national and international institutions, leaders of the refugee community, local population and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor. 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 in administrative tasks as required such as preparation of reports and meeting authorized personnel and assisting them during field missions. – Act as interpreter in the exchange of routine information, contribute to related liaison activities and respond directly to routine queries. – Collect data and other information relevant to UNHCR and report to the supervisor accordingly. – Keep regular contacts with local authorities and implementing partners as requested by supervisor. – In coordination with implementing partners, assist in the reception, registration and provision of assistance to persons of concern to UNHCR. – Liaise with local authority counterparts, partners and populations of concern. – Direct incidents and problems to the supervisor when they cannot be resolved at their level. – Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree For G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Business Administration, Law, Political Science (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified Desirable Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *IT-Computer Literacy CO-Drafting and Documentation CL-Multi-stakeholder Communications with Partners, Government & Community (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

English

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,

Skills

Additional Qualifications

CL-Multi-stakeholder Communications with Partners, Government & Community, CO-Drafting and Documentation, Communication, Continuous Learning, IT-Computer Literacy, Teamwork

Education

Bachelor of Science (BS): Social Science

Certifications

Business Administration – Other, Law – Other, Political Science – Other

Work Experience

Other Information

This position doesn’t require a functional clearance