Programme Support Officer Job Vacancy at UNDOP Congo

Position title Programme Support Officer, Multiple positions
Vacancy code VA/2012/B5301/621
Department/office AFO, Democratic Republic of Congo
Duty station GOMA, Democratic Republic of the Congo
Contract type International ICA
Contract level IICA-2
Duration 12 months
Application period 29-Jun-2012 to 13-Jul-2012

Background information - AFO

Africa Regional Office
Based in Johannesburg, South Africa, the Africa Regional Office supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources.

AFO helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.
Background information - DR Congo

Democratic Republic of Congo
The UNOPS office in the Democratic Republic of Congo (DRC) delivers services from its head office in Kinshasa and project offices in Goma, Kisangani and Lubumbashi. UNOPS in DRC serves the needs of the Government with funding from bilateral donors, the EU, International Financial Institutions and UN agencies.  UNOPS in DRC provides a wide range of project management and related services including procurement, contracts management, logistics, HR and financial management. UNOPS helps partners to achieve their project goals in sectors which include physical and social infrastructure, elections and the environment.
Background Information - Job-specific

After years of wars and neglect, several areas of the Eastern provinces had been rendered inaccessible by road. This state of isolation exposes people to major security and human rights risks while inhibiting trade and increasing the vulnerability of local populations.  Likewise this isolation impedes the deployment of security forces and humanitarian organizations as well as hindering the work of administration and justice services.

UNOPS’ portfolio in eastern DRC is comprised of 3 main programmes with an approximate value over the past five years of more than 56million USD:

Launched in 2009, the Stabilisation Strategy for zones emerging from conflict (known as STAREC) to which UNOPS is a key implementing partner, defines 5 main sectors of intervention targeting geographically strategic areas along 6 road axes in the provinces of North Kivu, South Kivu and Oriental Province as priorities for bringing peace and stability to conflict prone areas.  The DRC government strategy is supported by a multi-sectoral framework for assistance and coordination made up of international partners known as International Security and Stabilisation Support Strategy for Eastern DR Congo (ISSSS, formerly UNSSS).  These plans build on priorities identified by national and international partners at provincial level.  The aim of the ISSSS is to, “address specific root causes and consequences of conflict, support the implementation of peace initiatives at local level, and help stabilize areas where conflict has recently ceased.”[1]  The strategy will be implemented in the areas where armed groups are disengaging- Orientale, North Kivu, South Kivu, Maniema, northern Katanga and Equateur.  Thus far, a number of donors have supported the ISSSS.

Likewise, since 2002 CDOC has provided support to the DRC government’s Ministry of Scientific Research primarily through technical assistance to the Goma Volcanic Observatory (GVO).  The Gestion et Prevention des Risques Naturelles dans la RDC programme provides technical assistance and operational support to the GVO while facilitating scientific exchanges and training support for monitoring volcanic activity in the Virunga chain.

Finally, beginning in 2009 the Data Centre for IDPs (known as the DC4IDPs) was established upon the request of UNHCR, UN OCHA and other humanitarian partners to respond to the information needs of the humanitarian community.  UNOPS has been collecting data and profiling displaced populations in North Kivu IDP Camps in support of the provincial Camp Coordination & Camp Management (CCCM) strategy.  Under the oversight of strictly controlled coordination mechanisms, the DC4IDPs team collects, centralizes, analyzes and disseminate useful and accurate information through reports, maps, statistics, and graphics to the partners and the humanitarian community.  Non-confidential information is also shared through the project’s website www.dc4idp.org to the public.

In order to ensure the sound project and fiduciary and administrative management of its portfolio of projects in the east, including compliance with corporate rules and regulations CDOC is seeking qualified candidates for the position of Programme Support Officer (PSO).

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a truly diverse workforce.





Functional Responsibilities

The Programme Support Officer works under the overall guidance and supervision of the Coordinator for Eastern DRC with technical guidance from the Head of Support Services (HOSS) in Kinshasa and provides support to all projects in the region.  He/she analyzes and interprets financial rules and regulations and provides solutions to a wide spectrum of complex financial, budgetary and policy issues. The Programme Support Officer promotes collaborative, client oriented approach consistent with UNOPS rules and regulations and shall focus on providing the following support for all projects in eastern DRC outlined below:

Project Formulation and Approval
-       Support the Project Managers/Coordinator in conducting analysis and providing information on expenditure patterns and obligations in support of estimating cost requirements for new projects;
-       Set up new projects in ATLAS and upload support documents for approval by HQ.

Programme Support
-          Ensure effective management of the project budgets and supervise the financial administration of projects in the region;
-          Prepare working budgets to support the implementation of work plans according to UNOPS financial management system and ensure accuracy of supporting documents (Project documents, Project budgets, No objection Letters etc.);
-          Advise and identify problems in financial and budgetary areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures.
-          Establish and maintain effective project resources and processes for the implementation of projects
-       Liaise with UNOPS supporting units and CDOC for project-related administrative and operational matters such as payments, financial status, contract management, recruitment of staff, procurement of goods and services, and asset management;
-       Ensure that all business processes are backed-up by required supporting documents for processing of staff and sub-contract payments, awarding and amending of contracts;
-       Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, work plans, and availability of resources for disbursement;
-       Monitor and control the commitment of funds through purchase orders (PO) in the financial system in accordance with SOPs and planned budgets;
-       Raise vendors and requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents as and when required;
-       Provide additional guidance and support on UNOPS financial rules and regulations, organizational directives, administrative instructions and SOPs;
-       Maintain records of project files and other support documents in accordance with the established archiving guidelines;
-       Prepare updated financial reports in compliance with reporting requirements to donors; or as specified in the agreement (i.e. Project Delivery Reports, progress Reports, Annual and Terminal reports etc.);
-       Under the guidance of the Project Managers/Coordinators prepare budget revisions in ATLAS and ensure all necessary documents are kept up to date in the document management centre;
-       Analyze outstanding obligations and expenditure patterns of prior years.
-       Perform quality control function of the project’s accounts by performing ongoing review, analysis and reconciliation of project’s financial transactions in accordance with the signed agreement or project document. Investigate discrepancies and propose corrective action on a timely basis;
-       Support the implementation of internal audits and their recommendations for all projects in the East as required;

Project Completion
-       Ensure the timely operational and financial closure of projects within the portfolio in accordance with UNOPS’ rules and regulations – e.g. financial and narrative completion reports, settlement of any pending contractual and financial obligations/commitments, full receipt of donor/client contributions, assets disposition, etc.

Capacity Building
-       Identify training needs of national support services staff and develop a training/coaching plan to reinforce capacities of other team members
Education/Experience/Language requirements

Education :

Master degree in Economics or Public Administration and Social Sciences

Bachelor degree in Economics or Public Administration and Social Sciences
with (2) additionnel years of relevant experience may susbsitute for the requirements for a master’s degree

Experience :

-        At least 5 years of progressively responsible administrative, finance or programme support         experience     is     required;
-       At least 3 years experience with NGOs, UN Agencies or an international organization is required;
-      Demonstrated experience using ATLAS or other EFTs related databases (FASS, BRIO) is required;
-       Experience in the application of UNOPS financial rules and regulations is an advantage;
-       Excellent working knowledge of both English and French is required.


Language :

French and English are required
Contract type, level and duration


Contract type: International ICA
Contract level: International ICA 2
Contract duration: 12 months

For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

    Please note that the closing date is midnight Copenhagen time (CET)
    Applications received after the closing date will not be considered.
    Only those candidates that are short-listed for interviews will be notified.
    Qualified female candidates are strongly encouraged to apply.
    UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post
    The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS
How to Apply;
https://gprs.unops.org/pages/viewvacancy/VADetails.aspx?id=621