Head of Sub-Office

Organizational Setting and Work Relationships
Head of a UNHCR Sub-Office (HoSO) is a senior managerial position within a given country operation. The incumbent carries the full delegated authority of the UNHCR Representative (or the country Manager) 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 UNCR 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 (or the country manager) on a regular and timely manner. Subject to the specific legal or socio-economic or security developments in the Area of Responsibility (AOR), the Representative will direct and guide the Head of the Sub-Office to take the most appropriate course of action. Concerning overall physical security concerns, HoSO will liaise directly with the competent UN security coordinator while keeping the UNHCR Representative fully informed.

While the functional responsibility of a Head of a Sub-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 remains 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 descriptions. 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 recommendations to the UNHCR Representative.
- 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, wherever 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 the highest standards of conduct and behaviour through one's own practice and deeds.
- Prepare and submit regular reports, both verbal and written, to the UNHCR Representative. 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.
- 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 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 P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Human Resources Management;
Personnel Administration;
Law;
Political Science;
International Relations;
Economics;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
HCR Management Learning Program;
HCR Managing Operations Learning Program;
(Certificates and Licenses marked with an asterisk* are essential)

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;
MG-Office Management;
PR-Protection-related guidelines, standards and indicators;
HR-Administration of Staff Contracts and Benefits;
(Functional Skills marked with an asterisk* are essential)

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.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Essential Attributes
The Head of Sub-Office must provide strategic vision and ensure cohesive delivery across protection, programme, and support functions in a context where infrastructure is overstretched, and humanitarian operations rely heavily on sustained field presence. He/She must demonstrate strong strategic prioritization, adaptive management, and efficient resource utilization. The Head of Sub Office should be prepared to lead a large, high pressure refugee operation marked by inter district boundary disputes, recurring administrative conflicts, and localized social tensions that periodically disrupt service provision and community stability.
- The HOSO should have experience managing field teams/offices ideally in large and complex operations, including oversight of the Admin, HR and other areas typical to a large Sub-Office and will interact closely with the range of colleagues from all units and at all levels.
- Proven experience in sustainable responses to forced displacement, managing large camps or settlements, with the ability to balance humanitarian imperatives against shifting funding realities, including exploring creative resource mobilization approaches.
-Strong inter-agency leadership and coordination skills and the capacity to maintain effective partnerships with government authorities, UN agencies, and NGOs, while advancing localization and resilience approaches that are essential to long term stability and co-existence.
- Demonstrated strong political and stakeholder awareness considering his/her frequent and close work with local government officials and leaders, as well as senior officials from Uganda, embassies and other key actors.
- Strong political instincts, conflict sensitive leadership, and the ability to navigate complex relationships with multiple local authorities, customary actors, and community influencers operating within overlapping governance systems.
- Prior experience in representational leadership for successful visits of high-level and highly visible stakeholders on behalf of the entire operation. S/he should be able and ready for frequent travel, often with little notice, and movement around the AOR and country.

,

,