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JOB DESCRIPTION

Standard Job Description

Programme Associate Organizational Setting and Work Relationships The Programme Associate would normally receive guidance from more senior programme staff in the operation/bureau/division. S/he 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 Programme Associate. S/he is expected to stay abreast of the challenges posed by the operational context, the UN and humanitarian reform and institutional developments. The incumbent 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 will have to establish good working relationships with their peers at country level to facilitate the collection of information and other programme management related activities. 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 – Support the assessment and analysis of the needs of persons of concern in the country/region in a participatory manner and using an Age, Gender and Diversity (AGD) perspective as basis for planning. – Assist in managing the development of a broad network of partners, good coordination practices and the development of partner capacities related to programme management if applicable. – 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 the field with technical advice 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. – Support the implementation and performance of partnership agreements through field visits and appropriate physical monitoring if applicable, reviewing performance and financial reports. – Support the development and implementation of MFT 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 of the different UNHCR offices, 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. – Follow up on any change in regards to alignment of results chain, verifying indicators, budget, prioritization, apportioning needed to measure programme performance, trends and target interventions, contributing to soundness of Operations Plan and enhancement of data quality. – Follow up with UNHCR offices the compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits. – Provide support to the field through technical advice and training on resource allocation processes and other programmatic issues. – 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. – Support UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes. – Perform other duties as required Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education n/a 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 PG-Development and monitoring of programme assessments and surveys (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.

Desired Candidate Profile

Expected Tasks: The Programme Associate will be an integral part of the Programme Unit at the Country Office, actively engaged in managing a diverse portfolio of partners and overseeing Partnership Agreements including Small Grant Agreements. The role involves a comprehensive understanding of program management, encompassing various components and aspects of project management. Key responsibilities include:

• Financial and Budgeting Aspects: Handle budget control, financial analysis, and utilize Excel for effective financial management.

• Proposal Review: Scrutinize and revise draft project proposals from partners including performance reports, to ensure alignment with UNHCR guidelines and objectives.

• Team Coordination: Collaborate with multifunctional teams to coordinate project monitoring, track results and indicators, and ensure successful project outcomes.

• Reporting and Evaluation: Contribute to the timely and accurate reporting of project activities, progress, and evaluations.

Essential Qualifications:

• Educational Background: Bachelor's degree in a relevant field (e.g., International Relations, Development Studies, Business Administration).

• Programme Management: Proven knowledge of programme management principles, project coordination, and monitoring.

• Financial Acumen: Familiarity with financial and budgeting aspects, including proficiency in using Excel for financial analysis.

Desirable Qualifications:

• Language Skills: Excellent proficiency in English and Polish languages.

• Team Collaboration: Demonstrated ability to work effectively as part of a team, fostering a collaborative and inclusive work environment.

• Time Management: Capability to work within tight deadlines, maintaining a high level of organization and efficiency.

• Adaptability: Eager to learn and adapt to new challenges, able to work under pressure and deliver results.

Personal Attributes:

• Order and Structure: Strong organizational skills with an ordered and structured approach to tasks.

• Discipline: Demonstrated discipline in work habits and adherence to professional standards.

• Respectful: A respectful and considerate attitude towards colleagues, partners, and beneficiaries.

• Commitment: Committed to the mission and values of UNHCR, with a dedication to making a positive impact on the lives of refugees and displaced communities.

This position is open to applications from internal and external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

TO THE ATTENTION OF EXTERNAL CANDIDATES:

External Candidates must meet the essential minimum requirements of the position and must have either Polish citizenship or the legal status necessary to work in Poland.

Your application will NOT be considered if;

– The application form is not duly filled.

– The residence/work permit not submitted (for non-Polish candidates)

Additional Information

UNHCR's workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job descriptions, experience, and educational requirements for the appointment of a shorter duration (Temporary Appointment).

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

Remuneration & Benefits

A competitive compensation and benefits package is offered. The monthly net salary is between PLN 8,879 and PLN 10,842 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.

UNHCR also offers comprehensive medical insurance and pension plans.

Required languages (expected Overall ability is at least B2 level):

Polish

,

English

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Desired languages

Russian

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit:

Nature of Position:

Poland's eastern borders with Belarus, the Russian Federation and Ukraine serve as the European Union's external boundaries. The country currently hosts over 1 million refugees from Ukraine, in addition to a smaller number of asylum seekers and refugees from different countries.

UNHCR has been in Poland for 30 years (since 1992), working with national authorities on refugee-related matters. With the Ukraine emergency, UNHCR has substantially scaled up its presence and operations. It currently has a Country Office and Frontex Liaison Office in Warsaw, three Field Offices in Warsaw, Lublin and Rzeszow, and a Sub-Office in Krakow, with a workforce of nearly 140 national and international staff.

The overarching principles guiding UNHCR's strategy in Poland include: i) localization and centrality of protection, ii) strengthening national systems, avoiding duplication and rationalizing the Refugee Coordination Model (RCM) so that it serves the purpose efficiently and iii) capitalizing on the Global Compact for Refugees (GCR) paradigms to advance the rights of refugees and stateless persons in Poland.

As the UN-mandated agency to provide international protection to refugees, UNHCR leads the refugee coordination structure in support of the Government-led response, with the aim to complement, support and strengthen the national response to the refugee crisis, along with ensuring no duplication of interventions and complementarity of action.

Within this context, the Programme Unit of the Country Office plays a pivotal role in supporting the operational implementation of UNHCR's strategy in Poland. Specifically, it is entrusted with managing the Operational response, Operational resources, and partnerships within the country. This involves coordinating and overseeing the execution of UNHCR's initiatives, ensuring the efficient use of resources, and fostering collaborative partnerships to strengthen the national response to the refugee situation. As the UN-mandated agency for international protection to refugees, UNHCR, through its Programme Unit, leads the refugee coordination structure to complement, support, and reinforce the Government-led response, emphasizing the avoidance of duplication in interventions and promoting complementarity of action.

Living and Working Conditions:

Additional Qualifications

Skills

Education

Certifications

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

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Compendium

Additional Information

Desired selected candidate is expected to be on-board by January 1st, 2024.

Functional clearance

This position doesn't require a functional clearance

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