Org. Setting and Reporting

The position is 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 that 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 for the rights of people in need; promote preparedness and prevention; and facilitate sustainable solutions. This position-specific job opening is being advertised for the position of Humanitarian Affairs Officer/Pooled Fund Manager and is located in the Humanitarian Financing Unit of the Regional Humanitarian Pooled Fund, Regional Office for Asia and the Pacific, Office for the Coordination of Humanitarian Affairs (OCHA) located in Bangkok, Thailand. The Humanitarian Affairs Officer/ Pooled Fund reports to the Head of Regional Office (HoRO).

Under the overall guidance of the HoRO, the Humanitarian Affairs Officer/Pooled Fund Manager will be responsible for the following duties: I. Representation and Coordination Advise RC/HCs 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, the Pooled Fund Branch and Partnerships Branch of the Financing and Outreach Division). Represent the Fund, coordinating with all stakeholders, such as sectors/clusters, humanitarian partners, donors etc. Assist the RC/HCs in 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 with prevailing guidelines and best practices. Monitor the implementation of Fund allocation strategies as endorsed by the RC/HCs, 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 CBPF 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 CBPF 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 RC/HCs and the HoO on compliance and risk management. Ensure the implementation of and the compliance with global policies and guidelines. Develop the CBPF Operational Manual in line with the CBPF 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 CBPF risk management framework. Ensure that grant agreements and supporting documents are accurate and in conformity with Global Guidelines and the RHPF-AP 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 CBPF guidance. Oversee the monitoring of projects in all countries under the APHF-AP to ensure the appropriate use of resources provided and promote learning and best practices. Systematically provide information on project status to the RC/HCs, 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 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, CBPF 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 RHPF-AP. Coordinate with other donors, as necessary, to promote coordinated and complementary use of funding. In collaboration with DRS, support the HC and the HoO in developing and implementing Resource Mobilisation Action Plans. VIII. Management of HFU Plan staffing and operational requirements and corresponding budget for approval by the HC and 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

Core 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; take responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Proven drafting skills. Knowledge of institutional mandates, policies and guidelines pertaining humanitarian assistance. Knowledge of the UN common system and NGOs, and commonly used computer applications including MS Word and Excel. 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. 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. Managerial Competencies: MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; Makes sure that roles, responsibilities and reporting lines are clear to each staff member; Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; Monitors progress against milestones and deadlines; Regularly discusses performance and provides feedback and coaching to staff; Encourages risk-taking and supports staff when they make mistakes; Actively supports the development and career aspirations of staff; Appraises performance fairly.

Education

An advanced university degree (Master's degree or equivalent) in political science, social science, international studies, public administration, projects ‘management, economics, engineering, earth sciences or a related field is required. A first-level university degree in combination with an additional two (2) 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, risk management, fundraising, and donor relations for humanitarian programmes) is required. Experience in project management, monitoring and evaluation, and administration is required. Experience in team management and development is required. Experience in humanitarian operations in the field is desirable. Experience in the design of policies and guidelines pertaining to humanitarian assistance is desirable. Experience with the UN common system, a comparable international organizations or NGOs is desirable. Experience in the Asia-Pacific region 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 position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff members are subject to the authority of the Secretary-general and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers by established rules and procedures. 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 a 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record of 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.