Location: Maiduguri, Borno
Agency: UNOCHA
Employment Type: Full time
Grade: SB4
Vacancy Type: Service Contract Holders
Practice Area: Conflict Prevention, Peacebuilding and Responsive Institutions
Bureau: Regional Bureau for Africa
Contract Duration: 10 months
Background
- Given the humanitarian current crisis in Nigeria, OCHA must scale up its support to the Humanitarian Coordinator in mobilization and coordination of an effective and principled humanitarian response.
- OCHA is particularly concerned about vulnerable communities and those at risk due to current conflict. Under the leadership of the Humanitarian Coordinator for Nigeria, OCHA maintains an office in Abuja and a field presence in Borno, Adamawa and Yobe states in Northeast, Nigeria.
- OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to:
- Alleviate human suffering in disasters and emergencies
- Advocate for the rights of people in need
- Promote preparedness and prevention
- Facilitate sustainable solutions.
- In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation's response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN's humanitarian operations in the field.
- Under the guidance and direct supervision of the Team Leader of the ISCG Coordinator, the HAO/Cash Coordinator will ensure effective and efficient support on all activities related to cash and Inter-sector Coordination while maintaining full confidentiality in all aspects of her/his assignment, maintenance of procedures, management of information flow, follow up on deadlines and commitments made.
- The HAO/Cash Coordinator will work in close collaboration with the UNOCHA team in Nigeria to support the humanitarian community (UN Agencies and partners) to ensure efficient flow of information, coordination, advocacy, and reporting.
Duties and Responsibilities
Under the leadership of the ISCG Coordinator, and with support to Field Coordination and Public Information units, the HAO (Reports Officer) will be responsible for the following duties:
- Designing and preparation of information and analysis on humanitarian, disaster, emergency relief and related issues.
- Monitors, researches, analyzes, and presents information gathered from diverse sources on assigned topics/issues,including trends in conflict, humanitarian needs and humanitarian response in Nigeria, and brings together key stakeholders to inform analysis, as required.
- Leads the process of or substantially contributes to the preparation of various written documents, e.g. draft sections of OCHA internal and external information products (such as Situation Reports or Humanitarian Bulletins), studies, background papers, policy guidelines or related documents.
- Develops and maintains reference/resource information on specific topics or policy-related issues; responds to various inquiries and information requests internally and externally.
- Assists in the production of appeals for international assistance, including through compilation of relevant information and analysis on the humanitarian situation and response in Nigeria.
- Assists in the organization of meetings, seminars, conferences, workshops, etc. with other agencies and partners to facilitate exchanges of professional expertise and views on specific humanitarian-related subjects/issues, including analysis of the situation in Nigeria; serves as reporter to such events.
- Maintains awareness and analysis of current humanitarian affairs and related issues, to include relevant political, policy, gender considerations or other developments in specific subject area, country or region concerned.
- Serves as the primary focal point on specific topics or policy-related issues; keeps abreast of latest developments, liaises with other humanitarian organizations, donors, etc., to ensures appropriate monitoring and reporting mechanisms; provides information and advice on a range of related issues
- Builds and maintains relationships with UN agencies, NGOs, and governmental officials to ensure effective exchange and dissemination of reports and all relevant information
- Participates in technical assistance, disaster assessment or other missions, if required.
- Performs other duties as required by the Senior Management or colleagues.
Impact of Results
- The key results impact the overall coordination of emergency and humanitarian assistance and facilitate operational agencies/organizations to achieve their core objectives and build strong partnerships with relevant stakeholders, including OCHA.
Specifically, the impact will include:
- Humanitarian response is well coordinated in a principled manner and organized based on clearly identified needs and priorities as identified by affected populations.
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Political Science, Sociology, Law, International Relations, or other related fields
- A relevant First level University Degree with qualifying 04 years' experience may be accepted in lieu of the advanced University Degree.
Experience:
- Up to two (02) years of relevant professional experience, preferably in complex emergency and inter-agency contexts particularly the Northeast of Nigeria, dealing with relief and transitional issues.
- Familiarity with UN policies, rules, and procedures, particularly in relation to humanitarian response and coordination, and knowledge of institutional mandates, policies and guidelines pertaining to humanitarian assistance, especially the humanitarian reform agenda.
- Ability to research, analyze, evaluate, synthesize information, network, and build partnership.
- Ability to express clearly and concisely, ideas and concepts in written and oral form.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc).
Competencies:
Core Competencies:
- Professionalism: Knowledge of a range of humanitarian assistance, emergency relief and related human rights issues, including approaches and techniques to address difficult problems.
- Analytical capacity and in particular the ability to analyze and articulate the humanitarian dimension of issues which require a coordinated UN response.
- Ability to identify issues and judgment in applying technical expertise to resolve a wide range of problems.
- Ability to conduct research, including ability to evaluate and integrate information from a variety of sources and assess impact on the humanitarian rights situation in assigned area.
- Ability to work under extreme pressure, on occasion in a highly stressful environment; ability to provide guidance to new/junior staff; ability to provide advice to senior level officials.
- 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.
- Demonstrate corporate knowledge and sound judgment.
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailor’s language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Planning & 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.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others;
- Places team agenda before personal agenda
- Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Job Knowledge / Technical Expertise:
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in the tasks
- Fundamental knowledge and understands of the main processes and methods of work regarding to the position
- Strives to keep job knowledge up to date through self-directed study and other means of learning
- Demonstrates good knowledge of Information Communication Technology (ICT) and good writing / reporting skills and applies it in work assignments.
- Promoting learning and knowledge management/sharing are the responsibility of each staff member.
Language requirements:
- Professional fluency in oral and written English and Hausa are required, Kanuri language is an advantage. Candidates will be tested on their linguistic ability.
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Location: Abuja, Nigeria
Grade: G5
Job Schedule: Full time
Vacancy Type: Fixed Term
Practice Area: Effectiveness
Contract Duration: 10 months
Bureau: Regional Bureau for Africa
About the Job
- Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in CO.
- The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the Unit.
- The Procurement Assistant can supervise clerical and support staff of the Procurement Unit. The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the CO staff for resolving complex procurement-related issues and information exchange.
- The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.
- Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Duties and Responsibilities
- Implementation of operational strategies
- Organization of procurement processes
- Implementation of sourcing strategy
- Control of CO Assets
- Provision of logistical services
- Facilitation of knowledge building and knowledge sharing
Ensures implementation of the operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
- CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
- Preparation of procurement plans for the office and projects and their implementation monitoring.
- Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas.
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Presentation of reports on procurement in the CO.
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
- Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
- Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small and medium, large offices are performed by Procurement Assistants.
- Preparation of Recurring POs for contracting services.
- Preparation of Purchase orders and contracts in and outside Atlas.
- Recruitment and contract management of Individual Consultants.
Ensures organization of logistical services focusing on achievement of the following results:
- Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
- Facilitate supplier payment and close out procurement transactions and update the procurement records.
- Provide Inter-agency Support for Conference/Event Management including planning, solicitation, implementation and payment components.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.
Ensures implementation of sourcing strategy focusing on achievement of the following result:
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
- Implement procurement need of Nonresident UN agencies and ensure adequate financial authorization information are in place.
- Facilitate new vendor registration and troubleshoot issues with documentation.
Required Skills and Experience
Education:
- Secondary Education with specialized training in procurement.
- University Degree in Business, Social Sciences or Public Administration would be desirable, but it is not a requirement.
Experience:
- 5 years of progressively responsible administrative experience is required at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.
Cross-Functional & Technical Competencies
Thematic Area (Name) - Definition:
Business Direction and Strategy (Strategic Thinking)
- Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
- Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
Business Direction and Strategy (Business Acumen):
- Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome
- Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks
Business Management (Operations Management):
- Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledqe of relevant concepts and mechanisms
Business Management (Resource Management):
- Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Business Management (Change Management):
- Ability to prepare, support, and help individuals and teams in designing and implementing organizational change
Business Management (Communication):
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Development (Integration within the UN)
- Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
Competencies
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Language requirements (Required / Desired):
- Fluency in English and national language of the duty station.
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