Org. Setting and Reporting

These positions are located in the Crisis Response Division (CRD), Office for the Coordination of Humanitarian Affairs (OCHA). 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 efforts. 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 multiple duty station temporary job opening is being advertised for five (5) positions of Humanitarian Affairs Officer (Pooled Fund Manager/Envelope Manager) located in OCHA Humanitarian Financing Units in Kampala (Uganda), Panama City (Panama), Port au prince (Haiti), Ndjamena (Chad), Dhaka (Bangladesh). Under the overall supervision of OCHA Heads of Country or Regional offices, the envelope manager closely supports the Head of the Humanitarian Financing Unit (HFU) or the Regional Humanitarian Financing Unit (RHFU). The Humanitarian Fund Units in OCHA Regional and Country Offices manage multi-donor country-based pooled funds under the leadership of the Resident Coordinator and/or Humanitarian Coordinator. These funds receive unearmarked contributions from donors. The funds are allocated to humanitarian actors for ongoing humanitarian operations and to respond to new emergencies. The Humanitarian Affairs Officer/Pooled Fund Manager (Envelope Manager) may supervise staff. The incumbent is expected to surge to other countries in the region as needed and at short notice.

Responsibilities

Under the overall guidance of the HoO and oversight of the Humanitarian Coordinator (HC), the Humanitarian Affairs Officer (Pooled Fund Manager/Envelope Manager) will be responsible for the following duties: I. Representation and Coordination • Advise the HC/HC on the Fund’s management and CERF processes, in conformity with prevailing policies and guidelines and aligned to the local context; • Liaise as necessary with relevant OCHA Headquarters (HQ) sections including CRD, Humanitarian Financing Unit (HFU), CERF Secretariat, Donor Relation Section (DRS), and External Relations and Partnerships Section (ERPS); • Represent the Fund, coordinating with all stakeholders, such as sectors/clusters, humanitarian partners, donors etc.; • Assist the HC/RCin preparing and facilitating Advisory Board (AB) meetings and other processes; II. Allocations • Manage and oversee allocation processes, ensuring necessary coordination with relevant counterparts in line prevailing guidelines and best practices; • Monitor the implementation of Fund allocation strategies as endorsed by the HC/RC, in consultation with HoO, promoting coherence between humanitarian needs and response; • Review and analyze humanitarian financing and programming issues at the country level to support HFU and CERF allocations; III. Financial Management • Ensure proper financial management, overseeing recipient organizations' compliance with applicable financial rules and undertaking verification activities in accordance with the HFU Operational Manual; • Develop audit plans of NGOs, oversee their timely implementation, and analyze findings to ensure proper follow-up and compliance with financial rules and regulations; IV. Compliance and Risk Management • Advise the HC/RC and the HoO on compliance and risk management; • Ensure the implementation of and the compliance with global policies and guidelines; • Develop the HFU Operational Manual in line with the HFU Global Guidelines; • Ensure proper communication with, and support to, Fund recipients and other stakeholders throughout projects’ life cycles, promoting compliance with applicable rules and governance documents; • Oversee the development, update, and implementation of the HFU risk management framework; • Ensure that grant agreements and supporting documents are accurate and in conformity with Global Guidelines and the HFU Operational Manual; • Conduct due diligence reviews, capacity assessments and performance assessments to establish eligibility of, and assign risk levels to NGO partners; • Implement OCHA's Standard Operating Procedures (SOPs) on Suspected Fraud and Misuse of Funds, and on Response to Concerns of Sexual Exploitation and Abuse, involving partners; • Support the review of the Fund by the UN oversight bodies including the Board of Auditors (BoA) and Office of Internal Oversight Services (OIOS); V. Monitoring, Reporting and Evaluation: • Develop monitoring plans in line with CERF and HFU guidance; • Oversee the monitoring of projects to ensure the appropriate use of resources provided and promote learning and best practices; • Systematically provide information on project status to the HC/RC, the HoO, donors, and relevant advisory bodies; • Establish reporting schedules for projects and review and clear project reports; • Support evaluations, reviews and studies as requested by the HC/RC and governing bodies, ensuring due consultation with HQ; VI. Information Management, Analysis and Communications: • Ensure the appropriate use of the Grant Management System (GMS), maintaining all relevant information and data in a timely and accurate manner and performing data analyses as required; • Conduct and update periodic analyses of humanitarian financing information, funding trends and requirements, gathering data from all relevant sources; • Prepare and disseminate information, reports, and other communication products to different stakeholders about the Fund and its processes, including allocations and achievements (i.e., dashboards, feature stories, photographs/videos, websites, HFU Annual Report etc.); VII. Donor Relations • Strengthen relationships with contributing donors through consistent and proper communication, ensuring timely reporting on the Fund’s activities and funding requirements; • Develop key strategic partnerships with new donors to achieve a broader donor base for the HFU; • Coordinate with other donors, as necessary, to promote coordinated and complementary use of funding; • In collaboration with DRS, support the HC/RC and the HoO in developing and implementing Resource Mobilisation Action Plans; VIII. Management of HFU • Plan staffing and operational requirements and corresponding budget for review by the Advisory Boards and approval by the HoO; • Ensure timely recruitment, induction, training, and performance management in line with corporate frameworks; • Promote a positive and respectful working environment, upholding OCHA’s duty of care relating to security, health, safety and well-being; • Perform other duties as assigned by the HoO.

Competencies

PROFESSIONALISM: Sound knowledge of and exposure to a range of humanitarian assistance, emergency relief and related humanitarian issues, to include approaches and techniques to address difficult problems; conceptual and strategic analytical capacity and in particular the ability to analyze and articulate the humanitarian and protection dimension of issues which require a coordinated UN response; ability to identify issues and to use sound judgment in applying technical expertise to resolve a wide range of problems; ability to evaluate and integrate information from a variety of sources and assess impact on the humanitarian rights and protection situation in assigned country/area; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery); ability to provide guidance to new/junior staff; Proven drafting skills. Knowledge of institutional mandates, policies and guidelines pertaining to humanitarian assistance. Knowledge of the UN common system and NGOs, and commonly used computer applications including MS Word and Excel. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. 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. 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. JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Makes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

Education

An advanced university degree (Master's degree or equivalent) in humanitarian or development affairs, social sciences, public administration, international studies, economics or a related field, is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in humanitarian affairs, emergency preparedness, crisis/emergency relief management, rehabilitation, development, project management, budget management, or related area is required. Experience in humanitarian financing, e.g., grant management, fundraising, and donor relations for humanitarian programmes, is required. Experience in project management, monitoring and evaluation, and administration is required. Experience in the region(s) where the positions are based is desirable.

Languages

Assessment

Evaluation of qualified candidates may include a desk review of the applications, an assessment exercise and/or a competency-based interview.

Special Notice

This temporary job opening (TJO) is published for five (5) positions, located in Kampala (Uganda), Panama City (Panama), Port au prince (Haiti), Ndjamena (Chad), Dhaka (Bangladesh). These positions are temporarily available until 31 December 2026 with the possibility of extension, subject to availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. Selected candidates are expected to start as soon as possible. Please note that the appointment/assignment of the successful candidate will be subject to visa issuance and medical clearance. This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.