Job Title Operations Associate
Type Internal/External
Type Of Contract Fixed Term

Vacancy Notice Internal/ External vacancy notice no. 020/2020
Position Number 10034567
Number Of Vacancies 1
Location Kampala
Position Grade GS-6
Closing Date 2020-11-26
Organizational Context

Typical CRI/NFI distribution cycle procedure and processes at the three UNHCR warehouses and 12 distribution storage points in Uganda operation comprises of the following:

CATEGORY 1: One-Off New Arrival Household NFI Kits to non-biometrically registered refugees (and asylum seekers) at collection points, transit or reception centres.

CATEGORY 2: One-Off New Arrival Household Emergency Shelter Kits and Household NFI Kits to biometrically registered refugees at drop-off points within settlements.

 CATEGORY 3: Repeat Consumable replenishment NFI distributions (soap, hygiene kits) to biometrically registered refugees.

CATEGORY 4: Special circumstance cases (victims of arson cases, medical cases, EVI) – NFI kits          distributed based on assessments made.

The operation has established a harmonized and systematic approach towards an effective control over NFI management, covering all steps from the release of the items from the UNHCR MSRP warehouse, to distribution to refugees, to accounting for distributions and reconciling stocks, in compliance with UNHCR programme, supply, and financial procedures. For accountability, this will result in a monthly reconciliation record of NFIs released from UNHCR MSRP warehouses and NFIs received by refugees.

Under the direct supervision of the UNHCR Assistant Representative for Operations, the Operations Associate will support in coordination, monitoring, tracking and reporting on CRI movements.

Under the guidance ,the Operations Associate’s ultimate role is ensuring that CRI/NFI activities in the Uganda operation are well coordinated by working closely and directly with the programme and supply colleagues and supervises CRI activities, including, but not limited to, follow-up of procurement, distribution planning, release, tracking and monitoring of CRI stock movements, review and filing of field reconciliation reports and coordinating with other units on Post Distribution Monitoring (PDM) and escalation of Global Distribution Tool (GDT) & the KOBO and reporting.
Functional Statement
  • Review operational data, regional and country operations plans and ensure that plans are correctly set up by verifying indicators, budget lines, prioritization and apportioning.
  • Create reports; conduct regular regional, operation-specific and comparative analyses of plans through Focus, Global Focus and MSRP to create appropriate tables for Operations Officers.
  • Use tables to detect and quickly show inconsistencies and/or system problems, possible programme shortfalls and advise field operations accordingly.
  • Assist in training of staff to build capacity in: Focus Client, Global Focus, Focus Reader and MSRP.
  • Initiate administrative processing of implementing instruments, sub-agreements and closure of projects at the Operations level.
  • Carry-out specific administrative operational/control tasks for programme activities, including processing field requests for transfer of funds, increase/decrease of the obligation level, procurement, Committee on Contracts approval and submissions to the Budget Committee.
  • Contribute to the preparation of plans, reports, project documents and submissions for donor funding by drafting and reviewing text and preparing budgets.
  • Prepare background information of use in discussions within the Country Operations, Bureau, Divisional Support and field Offices.
  • Follow-up, in close coordination with the field, on the purchase requests with the concerned units at Headquarters and prepare draft memos with field inputs for submission to Committee on Contract.
  • Liaise with Donor Relations, maintains records of status of contributions, commitments, availability of funds, compiles data and produces financial reports to be attached to Appeals or reports.
  • Keep track of up-dated Fact-Sheets of Country and Regional Operations.
  • Gather information from the press and other public sources to facilitate the Operations Officers analysis of political and social developments impacting on UNHCR’s operations.
  • Perform other duties as required
Required Competencies
  • Analytical Thinking
  • Managing resources
  • Planning and Organizing
Essential Minimum Qualifications and Professional Experience
  • High School Diploma is required
  • 3 years relevant experience is required
  • In depth knowledge of/previous experience in Focus, Global Focus, and MSRP data management and/or other RBM systems analysis is required
  • Understanding of the basics of IPSAS is required
  • Advanced IT skills in MS Office is required
  • Knowledge of English is required
Desirable qualifications & competencies
  • Additional certificate in Business Administration, Economics, Political Science, Law or related fields is desirable.
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