Portfolio Associate
New York City
- Organization: UNOPS - United Nations Office for Project Services
- Location: New York City
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Project and Programme Management
- Closing Date: Closed
Background Information - Job-specific
UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
The New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management
The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint in approximately 125 countries.
UNOPS has signed an agreement with the United Nations Office for Counter Terrorism (UNOCT) to implement the project activities for the Global Programme on Prosecution, Rehabilitation and Reintegration.
The Global Programme on Prosecution, Rehabilitation and Reintegration (PRR)
UNOCT’s Global Programme on PRR is designed to support Member States to meet the requirements from the General Assembly and the Security Council to implement comprehensive PRR strategies for individuals who have reasonable grounds to believe are terrorists, including suspected foreign terrorist fighters (FTFs) and their accompanying family members, including spouses and children. To this end, the Global Programme on PRR supports the counter-terrorism efforts of Member States by providing guidance, coordination and capacity building in the prosecution, rehabilitation and reintegration of returning foreign terrorist fighters and their families as well as local supporters and affiliates of UN-listed terrorist groups.
This is a position in UNOPS supporting project(s) under the Development and Special Initiatives portfolio (DSIP). The Portfolio Associate is responsible for providing effective and efficient support in the areas of administration, project management, travel, and procurement to DSIP’s partners and projects. Overall, they will be expected to ensure that the project operations function in line with UNOPS rules and regulations, and its projects are delivered in accordance with their scope, quality requirements, timelines and budgets.
The incumbent of this position will be a UNOPS personnel and is under its full responsibility.
Functional Responsibilities
Project Management/Administration
- Ensure that implemented activities are aligned with approved project agreements in terms of technical scope, engagement of resources, budget expenditure and agreed timeframe;
- Input and update of accurate data and information to facilitate effective delivery of the operations;
- Provide inputs to the Project’s work, financial, recruitment and procurement plans as required;
- Contribute to development of Project’s reports and analysis related to project activities;
- Establish and maintain project documents/files for easy retrieval of archive related to Project’s activities;
- Contribute to identification, capturing, and assessment of risks/issues and implement mitigation measures in accordance with the Risk Management Strategy;
- Contribute to identification, capturing, and sharing of the Project’s lessons learned and best practices;
- Draft reports as envisaged by the Project Document/legal agreement, while in particular considering progress against the Key Performance Indicators;
- Contribute to efficient and effective use of Project and UNOPS tools for monitoring of the Project’s performance, outputs and benefits;
- Assist with administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery;
Finance
- Prepare and handle submission process of budget creation and revision in required formats and in compliance with UNOPS requirements for internal approval, monitoring of funds availability; run budget reports including transactions details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (COPs, invoices, TECs), completeness of documentation submitted;
- Monitoring of payments and follow up when problems arise; Review of Request for Payments and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges;
- Help to review financial information with the concerned team, identify bottlenecks and corrective actions;
- Analysis of financial reports, investigation and preparation of adjustments as required;
- Create, import, review, correct and process journal entries in General Ledger. Review and run inquiries included in journal, ledgers, or accounting entries;
- Petty cash management including preparation, submission for approval, regular monitoring/reconciliation, and closure;
- Operational Advance management including preparation, submission for approval and closure;
- Provide support with event logistics/coordination related to conferences, workshops and retreats. This will include collecting information for the planning phase and execution of related tasks for all events;
- Help analyze administration, travel, procurement and policies, assess the impact of changes and help management with their implementation. Continuous research of the matters related to service provision and partner requirements;
- Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items;
- Support in the management of project assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure;
- Provide guidance on administrative, financial and logistical activities of the projects;
- Assist in communication with colleagues on areas requiring verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process;
- Help ensure that requests from projects to engage with grantees and implementing partners are initiated and processed in a timely and high-quality manner;
- Act as the focal point for drafting and facilitating conduct of calls for proposals, grant awards and relevant contracts, facilitating creation of the respective arrangements between UNOPS and its partners, and management of respective contracts to ensure delivery as per project agreements;
- Support administration of calls for proposals in line with UNOPS policies and procedures, collection of proposals, review of proposals through a selection committee, preparation and finalization of evaluation reports, as relevant and required;
- Help projects liaise with implementing partners to monitor performance of grants, highlight issues and risks involving grantees, and ensure timely delivery;
- Facilitate creation of grant agreements, and disbursements of funds, in a timely manner, and in accordance with project requirements;
- Manage day to day administration of the grant management activities, track reports, process grantee registrations, and payments, as required;
- Carry out activities related to procurement for various thresholds;
- With guidance from the support services team and the Project Manager, contribute to development of documentation needed for procurements, travel, and engagement of consultants
- Identify potential service providers for standard supplies, maintenance, furniture etc. and maintain good relationships with existing ones;
- Support when required in travel activities and related processes including Travel Authorizations, Visas, Travel Expense Claims etc;
- Draft procurement awards, contracts, grant support agreements;
- Maintain contracts and grants tracking plan to review contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract;
- Register supplier details in the system and approval follow-ups;
- Enter Certificate of Payments for retainers/lump sum contractors and validate monthly payrolls
- Liaise and resolve with relevant parties any payroll related issues.
- Support creation and maintenance of HR contract tracker
- Perform backstopping role during the absence of Project Manager, under the overall supervision of a DSIP Project Manager and/or DSIP Senior Portfolio Manager;
- Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
Monitoring and Progress Controls
The effective and successful achievement of results by the Portfolio Associate directly affects the overall efficiency of the individual team’s provision of support services, impacting the office’s capacity to efficiently and effectively service the operational needs of the portfolio. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
The contractor is required to complete an evaluation performance review with the supervisor and also have period feedback meetings with the supervisor.
Education/Experience/Language requirements
*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
- Completion of secondary education (High School diploma) with a minimum of six (6) years of relevant experience is required; or
- First-level university degree (Bachelor’s degree or equivalent with a minimum of two (2) years of experience is desirable; or
- An advanced university degree (Master’s Degree or equivalent) is desirable.
Experience:
- Relevant experience is considered experience in one or more of the following areas: operations, project management, programme management, administration.
- Proficiency in MS Excel and Word or G-sheets and G-Docs is required.
Language:
- Fluency in written and oral English is required.
- Fluency in Russian or Arabic is an advantage.
Competencies
| Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. |
| Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. |
| Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). |
| Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. |
| Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. |
| Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. |
| Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. |
Contract type, level and duration
Contract type: Local Individual Contractual Agreement (LICA)
Contract level: LICA-6/ICSC-6
Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Travel and installation costs in New York and from New York are not included in the contract, this is under the responsability of the selected candidate.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
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