UN Office for the Coordination of Humanitarian Affairs
Org. Setting and Reporting
The position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
This temporary job opening is being advertised for the position of Humanitarian Affairs Officer/Pooled Fund Manager in Kyiv, Ukraine. Under the overall supervision of the Head of Office, OCHA Ukraine, the incumbent reports to the Deputy Head of Office.
Responsibilities
Under the overall guidance of the HoO and oversight of the Humanitarian Coordinator (HC), the Humanitarian Affairs Officer (Pooled Fund Manager) will be responsible for the following duties:
I. Representation and Coordination
• Under the supervision of the HoO, advise the HC on the management of the country-based pooled fund (CBPF) in Ukraine, known as the Ukraine Humanitarian Fund (UHF),and CERF processes, in conformity with prevailing policies and guidelines and aligned to the local context; Manage the overall administration of the Fund and liaise as necessary with relevant OCHA Headquarters (HQ) sections including OAD, Country Based Pooled Fund Section (CBPFS), CERF Secretariat, Donor Relation Section (DRS), External Relations and Partnerships Section (ERPS) and the Executive Office (EO);
• Represent the Fund, coordinating with all stakeholders, such as sectors/clusters, humanitarian partners, donors etc.;
• Assist the HC in preparing and facilitating Advisory Board (AB) meetings and other processes;
II. Allocations
• Manage and oversee allocation processes, ensuring necessary coordination with relevant counterparts in line with prevailing guidelines and best practices;
• Monitor the implementation of Fund allocation strategies as endorsed by the HC, in consultation with HoO, promoting coherence between humanitarian needs and response;
• Review and analyze humanitarian financing and programming issues at the country level to support CBPFS and CERF allocations;
III. Financial Management
• Ensure proper financial management, overseeing recipient organizations’ compliance with applicable financial rules and undertaking verification activities in accordance with the CBPF Operational Manual;
• Develop audit plans of NGOs, oversee their timely implementation, and analyze findings to ensure proper follow-up and compliance with financial rules and regulations;
IV. Compliance and Risk Management
• Advise the HC and the HoO on compliance and risk management;
• Ensure the implementation of and the compliance with global policies and guidelines;
• Develop the CBPF Operational Manual in line with the CBPF Global Guidelines;
• Ensure proper communication with, and support to, Fund recipients and other stakeholders throughout projects’ life cycles, promoting compliance with applicable rules and governance documents;
• Oversee the development, update, and implementation of the CBPF risk management framework;
• Ensure that grant agreements and supporting documents are accurate and in conformity with Global Guidelines and the CBPF Operational Manual;
• Conduct due diligence reviews, capacity assessments and performance assessments to establish eligibility of, and assign risk levels to NGO partners;
• Implement OCHA’s Standard Operating Procedures (SOPs) on Suspected Fraud and Misuse of Funds, and on Response to Concerns of Sexual Exploitation and Abuse, involving partners;
• Support the review of the Fund by the UN oversight bodies including the Board of Auditors (BoA) and Office of Internal Oversight Services (OIOS);
V. Monitoring, Reporting and Evaluation
• Develop monitoring plans in line with CERF and CBPF guidance;
• Oversee the monitoring of projects to ensure the appropriate use of resources provided and promote learning and best practices;
• Systematically provide information on project status to the HC, the HoO, donors, and relevant advisory bodies;
• Establish reporting schedules for projects and review and clear project reports;
• Support evaluations, reviews and studies as requested by the HC and governing bodies, ensuring due consultation with HQ (CBPFS and SPEGS);
VI. Information Management, Analysis and Communications
• Ensure the appropriate use of the Grant Management System (GMS), maintaining all relevant information and data in a timely and accurate manner and performing data analyses as required;
• Conduct and update periodic analyses of humanitarian financing information, funding trends and requirements, gathering data from all relevant sources;
• Prepare and disseminate information, reports, and other communication products to different stakeholders about the Fund and its processes, including allocations and achievements (i.e., dashboards, feature stories, photographs/videos, websites, CBPF Annual Report etc.);
VII. Donor Relations
• Strengthen relationships with contributing donors through consistent and proper communication, ensuring timely reporting on the Fund’s activities and funding requirements;
• Develop key strategic partnerships with new donors to achieve a broader donor base for the CBPF;
• Coordinate with other donors, as necessary, to promote coordinated and complementary use of funding;
• In collaboration with DRS, support the HC and the HoO in developing and implementing Resource Mobilisation Action Plans;
VIII. Management of HFU
• Supervise the fund management team;
• Plan staffing and operational requirements and corresponding budget for approval by the HC and the HoO;
• Ensure timely recruitment, induction, training, and performance management in line with corporate frameworks;
• Promote a positive and respectful working environment, upholding OCHA’s duty of care relating to security, health, safety, and well-being;
• Perform other duties as assigned by the HoO.
Competencies
• PROFESSIONALISM: Knowledge and understanding of humanitarian, emergency relief assistance and related humanitarian issues. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to develop sources for data collection. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, work under pressure, on occasion in a highly stressful environment (e.g., civil strife, natural disasters, and human misery). Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• PLANNING and ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Education
An advanced university degree (Master’s degree or equivalent) in political science, social science, international studies, public administration, economics, engineering, earth sciences or a related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
– A minimum of seven (7) years of progressively responsible experience in humanitarian affairs, emergency preparedness, crisis/emergency relief management, rehabilitation, development, project management, budget management, or related area is required.
– Experience in humanitarian emergencies in the field is required.
– Direct project management or project supervision experience is required.
– Experience in areas of project management, monitoring and evaluation, and administration is required.
– Experience in the design of policies and guidelines pertaining to humanitarian assistance is desirable.
– Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of Russian and/or Ukrainian is desirable.
Assessment
The evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
The appointment/assignment is for the duration of 364 days, with the possibility of extension, subject to availability of funds and mandate extension. The selected candidate is expected to start as soon as possible.
Please note that the appointment/assignment of the successful candidate will be subject to visa issuance.
A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be
identified.
Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
The expression “Internal candidates” shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
IMPORTANT: Candidates found suitable and not selected for the announced duty station, may be selected for deployment to other duty stations. The selection will be for similar functions with similar requirements at the same level.
PLEASE NOTE: that the duty station within Ukraine may be subject to change depending on the evolving operational situation in-country.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.