Portfolio Associate At UNOPS

** Functional Responsibilities

Implementation of operational strategies

Full compliance with UNOPS rules and regulations of programme/project management, financial
processes, financial records and reports and audit follow up, human resources management, procurement
processes; implementation of the effective internal control framework.
Contribution to the content of internal Standard Operating Procedures in programme/project
management, in consultation with the direct supervisor and office management.

Portfolio planning, administration and management

Manage of aspects of project implementation and service delivery in full compliance with UNOPS rules and regulations; monitoring of progress for all projects/service agreements under his/her responsibility, anticipating operational and budgetary issues and taking pre-emptive action.
Interact with colleagues, clients and partners and undertake of missions, as may be required, to guide operational issues and UNOPS service provision. Focus on resolution of operational and process issues, referring complex issues to the supervisor with clear recommendations for courses of action.
Review of service requests, assessment of their complexity, level of effort and UNOPS service fee levels for compliance with the UNOPS self-financing principle, and feedback prior to acceptance of projects for execution and/or service requests.
Assist in the preparation of service request documents and analysis of submissions for project and/or UNOPS service acceptance; coordination of inputs from different parties; preparation of business case, legal document, budget, associated documentation and presentation of requests to the Integrated Practice Advice and Support (IPAS).
Prepare required documents such as incurred expenditure reports, budget status reports, GL transactions,project stage approval, payment process to be authorized by the Project Manager and Hub Director to endorse for project-related activities and to advise/inform clients/partners and funding agencies with the expenditure and budget status
Prepare project budgets and revisions and other related documents.
Initiate the procurement of goods or services by requesting quotations, examining cost estimates, evaluating cost effectiveness and compliance with provisions contained in the UNOPS Procurement Manual and related guidelines and actively follow-up from procurement to delivery.
Initiate recruitment requests and contribute in preparation of TOR. Process all administrative requirements (e.g. funding source, clearances, and documentation) and request THOH HR focal point to undertake recruitment action; follow-up to completion.
Verify for the accuracy of requests/transactions and completeness of documentation. Initiate action and certification for approval at the higher level as required. Monitor expenditures regularly and informsupervisor and clients of budget status and any need to reallocate resources to meet objectives.
Undertake administrative arrangements (e.g. funding, logistics) for training and study tours, evaluating relevance of events with project objectives and review of nominations.
Prepare briefing materials as required for mission travel and/or discussion on project activities.

Knowledge building and knowledge sharing

Maintain accurate data and information to enable effective monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
Coach and/or mentor junior colleagues on portfolio management and service administration and encourage feedback for improvement and standardization.
Document and share knowledge and information with colleagues, clients and partners.
Participate in training relevant for the portfolio, projects and operations management.
Contribute to knowledge networks and communities of practice.

Perform any other duties as assigned from time to time.

Education:

Secondary education required.
First university degree (bachelor’s or equivalent) in one or more of the following disciplines: international affairs; business administration; social sciences; economics; environmental studies; development studies or another field relevant to international development assistance preferred.

Experience:

Minimum 6 years work experience in supporting project implementation as a member of a project/portfolio team, provision of administrative/logistical support to projects/programmes is required in combination with secondary school education.
At least 2 years of relevant experience required in combination with a first university degree.
Experience with an international organization preferred.
Experience in formulating, implementing and/or monitoring project budgets or similar budgets required.
Experience in conducting or substantively supporting procurement processes is an added advantage.
Experience in implementing grant/fund management projects desired.
Experience in facilitating official travel, events organization and providing logistical support to missions desirable.
Experience in supporting HR processes such as contract administration, payroll preparation and recruitment and selection desirable.
Experience in preparation of periodic and project expenditure reports required.
A thorough knowledge of UN rules and procedures in budget management, contracting, purchasing and recruitment of project personnel is highly desirable.
Experience working in ERP environment and handling of web-based management systems desired.
Experience in using oneUNOPS is a distinctive advantage.