Org. Setting and Reporting

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 effort. 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 position is located in the Humanitarian Financing Unit (HFU) of OCHA Regional Office for Asia and the Pacific (OCHA ROAP), based in Bangkok, Thailand. (OCHA ROAP), of which its objective is to provide all related administrative services, both through remote support and physical deployment, to all OCHA offices across the Asia Pacific region. The incumbent reports to Humanitarian Affairs Officer (Head of HFU), OCHA ROAP.

Responsibilities

Under the direct supervision of the Humanitarian Affairs Officer (Head of HFU), and overall supervision of the Head of office, the incumbent is required to perform the following functions: 1. Support Head of HFU to lead implementation of the HFU in response to concerns of suspected fraud and misuse of funds by partners:

• Establish and maintain contacts with UN agencies, non-governmental organizations (NGOs) and other key stakeholders to facilitate early detection of compliance issues in HFU-funded projects and ensure that appropriate prevention and control mechanisms are in place. Ensure stakeholders common understanding of funding guidelines and procedures by providing necessary training, particularly on the mitigation of fraud.
• Provide guidance on fraud, financial misconduct and sexual misconduct to HFU partners.
• Ensure appropriate monitoring and reporting mechanisms are established, in line with CBPF global guidelines, and inform the HFU Manager and Oversight and Compliance Unit (OCU) of all non-compliance issues. 2. Lead the HFUs eligibility process by providing training and support to partners and facilitating the registration of new HFU partners through due diligence reviews and capacity assessments:
• Provide training and support to partners on the HFUs eligibility process as well as issues related to fraud and SEA.
• Organize awareness raising sessions on the HFUs eligibility process for prospective partners.
• Coordinate with OCHA country-offices, UN agencies and other stakeholders on the identification of potential national/local partners eligible for HFU funding.
• Oversee registration, due diligence, and capacity assessment processes for new HFU partner organizations.
• Conduct preliminary screening of prospective HFU partners, including the revision and verification of administrative paperwork, internal guidelines on financial, human resource and procurement processes, as well as anti-fraud and PSEA policies and facilitate registration of potential HFU partners in the UN Partner Portal (UNPP). 3. Lead oversight of OCHA assurance actions:
• Ensure compliance of partners with the signed Grant Agreement and HFU Operational Manual by overseeing budget implementation and revision, financial spot checks, financial reporting, audit procedures and refund processes for HFU-funded projects.
• Update financial spot check report templates in accordance with the global CBPF operational guidelines and the HFUs Risk Management Framework.
• Regularly monitor OCHAs Assurance Dashboard and collaborate with the HFU team to ensure necessary actions are taken in a timely manner to resolve any outstanding matters. 4. Facilitate communication with and support to HFU partners and other stakeholders to promote compliance with applicable rules and governance documents:
• Ensure regular information sharing on compliance with the HFU Operational Manual with the Head of HFU Manager.
• Contribute to the preparation of various written reports, documents and communications, e.g., quarterly and annual reports, background and analysis papers, policy guidelines, briefings, presentations, correspondence, etc. related to HFU risk management and compliance matters.
• Facilitate OCHA Executive Officer waiver request processes by effectively coordinating with partners and focal points at the CBPF Sections Finance, Fund Management Support, and Oversight and Compliance units.
• Maintain an up-to-date list of pending issues from audit reports, field visit/remote call reports, financial spot check reports, refunds, etc. for all HFU-funded partners and follow up with them on the implementation of recommendations from monitoring processes before the launch of a new HFU allocation. 5. Lead periodic revision of the HUF Risk Management Framework and Operational Manual in line with CBPF global guidelines:
• Ensure the HFU Operational Manual aligns with CBPF global guidelines and relevant SOPs.
• Facilitate awareness raising activities for partners, the HFU Advisory Board and other stakeholders on changes in current guidelines and their implications whenever major revisions are made.
• Provide regular technical assistance and training on effective risk management for HFU partners.
• Identify, analyze & manage key risks that may inhibit the HFUs pursuit of its objectives and set out corresponding mitigation strategies/actions, including the periodic review of Risk Management Framework and the HFU Operational Manual. 6. Lead reviews of the HFU by UN oversight bodies, including the BoA and OIOS including compile all data and information required to support oversight procedures and prepare responses to queries from BoA and OIOS, as necessary. Competencies
• Professionalism: Knowledge and understanding of humanitarian, emergency relief assistance and related human rights 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management.
• 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.
• 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.
• Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organizations strategy and the work units goals; generates and communicates broad and…