Standard Job Description: Head of Field Office Organizational Setting and Work Relationships
- Head of a UNHCR Field Office (HoFO) is a senior managerial position within a given country operation. The incumbent carries the full delegated authority of the UNHCR Representative (or the Head of Sub-Office) of the country, who will exercise entire supervisory managerial responsibility over the position. The position, on the other hand, provides all information on developments in relation to the protection (legal protection issues relating to the persons of concern to UNHCR), security (Physical security in relation to the UNHCR staff and the persons of concern to UNHCR) and operational matters (programme and office management / administration) within the domain of its geographical area of responsibility to the UNHCR Representative on a regular and timely manner. Subject to the specific legal or socio economic or security developments in the Area of Responsibility (AOR), Representative will direct and guide the Head of Field Office to take the most appropriate course of action. Concerning overall physical security concerns, HoFO will liaise directly with the competent UN security coordinator while keeping the UNHCR Representative fully informed.
- While the functional responsibility of a Head of Field Office will always remain the same despite its grade level, the other parameters (therefore the depth and breadth of the competencies) such as the size of the population of concern to UNHCR, their specific legal/security concerns, volume of assistance, Number of operational / Implementing partners and the size of the Office (i.e. number of UNHCR staff and their grade levels) will determine the appropriate grade level. The operational autonomy also depends upon the same parameters/competencies.
- As the most senior UNHCR staff member within the given geographical area, he/she is required to liaise with all the relevant senior government officials, security organs in the area, the Head of various Non-Governmental Organisations (both national and internationals based in the area), Civilian/tribal leaders/elders, local opinion makers and the local media net-work to ensure his/her assigned responsibilities are effectively and efficiently discharged.
- As the extended field representative of UNHCR at the front line of High Commissioner’s operations, he/she remain as the effective advocate and assistant to the local authorities to ensure that the respective government authorities in the area implement their conventional responsibilities in favour of refugees and others of concern to UNHCR.
- 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
– Monitor and report on the implementation of refugee conventional responsibilities and international obligations of the local authorities Vis a Vis the population of concern to UNHCR within the given geographical area; based on local situations/developments make appropriate recommendation to the UNHCR Representative/HoSO.
– Advocate and promote UNHCR standards concerning the treatment of asylum seekers, refugees and returnees as well as IDPs, where applicable; Advocate, promote and encourage the concerned authorities and local opinion makers to uphold established UNHCR standards that have become the international norms.
– Ensure that the basic needs of the concerned population are properly assessed with the participation of the beneficiaries themselves, the host governments and/or the competent Implementing partners and/or UNHCR itself. – Subject to the needs, ensure that the planning, formulation and budgeting of identified assistance projects are done as per UNHCR programme cycle; upon approval of assistance project, ensure the timely implementation and rigorous monitoring of identified assistance activities
– Ensure through the subordinate staff that all deadlines for monitoring and reporting of UNHCR operational activities (i.e. include assistance as well as Administrative) are met on a regular basis.
– Manage all UNHCR resources, both human, financial/material, at an optimum level for the wellbeing of the concerned population and the UNHCR staff.
– Ensure that all security measures of UNHCR office (and residential, where ever applicable) compounds are always up to date; any security breaches and/or potential security threat should be reported immediately to competent UN security coordinator in the country.
– Ensure that staff welfare, both in terms of working and living conditions, are maintained at a satisfactory level within the constraints in the operational area; this requires remaining current in health and medical facilities locally available and evacuation options available in a moment of medical urgency.
– Guide, coach and advocate the subordinate staff to maintain highest standards of conduct and behaviour thorough one’s own practice and deeds.
– Prepare and submit regular reports, both verbally and written, to the UNHCR Representative/HoSO. In the event of substantial telephone conversation that leads to specific action or non-action, it should be recorded and share with the other party.
– Any other responsibilities/functions deemed necessary or as delegated by the UNHCR Representative of the country in order to meet the level of the services in the organization.
– Represent UNHCR in inter-agency fora and with local authorities in the AOR.
– Enforce compliance with UNHCR’s global protection, programme, finance, human resources and security policies and standards.
– Submit project proposals for assistance to refugees and other persons of concern to UNHCR Representation or Sub-Office in coordination with local authorities and NGOs.
-Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
– Perform other related duties as required.
Minimum Qualifications
- Education & Professional Work Experience Years of Experience / Degree Level For P3/NOC – 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
- Field(s) of Education Management; Personnel Administration; Law; Political Science; International Relation; Economics; or other relevant field.
Relevant Job Experience
- Essential In-depth knowledge in all aspects of UNHCR’s Field level operation.
- Applied experience of protection principles, operational arrangements/standards in relation to protection, assistance, UNHCR office management and staff administration.
- Should be conversant in the current priorities in the organisation and existing mechanisms within the organisation to implement those priorities.
- Desirable Working experience both in UNHCR HQ and/or a Regional Office and the Field
Functional Skills
- IT-Computer Literacy IT-Microsoft Office Productivity Software UN-UNHCR’s Mandate/Policy and Global Strategic Priorities MG-Office Management HR-Administration of Staff Contracts and Benefits PR-Principles and Procedures, operational arrangements/assistance
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.
Desired Candidate Profile:
- The incumbent is expected to manage efficiently the Field office and coordinate all UNHCR activities in collaboration with the Settlement Commandant, OPM, of the settlements, other partners (Implementing and Operating) and lead by example all staff under his/her supervision at Field Office.
- He must have management skills, team building spirit, conflict management skills and be able to create a good working peaceful environment.
- To have head of office experience will be an asset but with a strong protection background.
Additional Qualifications:
Education
Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Law, Bachelor of Arts (BA): Management, Bachelor of Arts (BA): Personnel Administration, Bachelor of Arts (BA): Political Science
Competencies: Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Strategic planning & visions, Teamwork & collaboration
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