Portfolio Associate, LICA-6, Cambodia At UNOPS

Background Information – UNOPS

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. 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 organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

Background Information – EAPMCO

​​​​​​South East Asia and Pacific Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises eight business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Reporting to the Project Manager, who provides general guidance and supervision, the Portfolio Associate will be responsible for supporting in the day‐to‐day implementation of the project, including monitoring of the project budget, identifying probable issues that may need attention, supporting in problem and solution identification, drafting required correspondences to stakeholders concerned and preparing programme reports.

UNOPS in Cambodia

UNOPS established its Cambodia office in early 2013. Since then UNOPS Cambodia has carried out a series of projects and programs, including the management of multi-donor funds to support the Extraordinary Chambers in the Courts of Cambodia (also known as the Khmer Rouge Tribunal). UNOPS Cambodia has also been providing advisory and implementation services in the infrastructure sector to other development partners including Japan, Korea EU, and procurement support and advisory services to different line ministries of the Royal Government of Cambodia. UNOPS Cambodia is also providing support services to the Malaria Program of the Regional Artemisinin Initiative (RAI) funded by the Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM).

UNOPS Cambodia is in the process of expanding its areas of engagement in partnerships with different development partners focusing on a portfolio comprising projects and programmes in the infrastructure, rule of law, and environmental sectors, as well as continuing with the provision of transactional services (financial, human resources, and procurement).

Functional Responsibilities

Under the general guidance and supervision of the Project Manager, the Portfolio Associate’s responsibilities include the following:

Programme implementation

• Support the PM in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress
• Support the monitoring of projects’ financial data and alert the PM of issues and inaccuracy
• Assist in tracking expenditure and take relevant action when required to revise budgets (realignment and amendment)
• Support the project procurement activities and ensure the procurement processes are undertaken according to the procurement manual and in line with the established procedures
• Support the implementation of Work Packages within the project as and when required
• Assist the PM in monitoring of the project quality indicators
• Coordinate stakeholders communications, meetings, and assist in reports drafting as necessary.

Operational and logistical support

• Support in coordination with support units on all administrative matters related to contract management
• Assist the PM in monitoring all HR requirements and related activities under the Project/s
• Assist in the logistics and custom clearance process, support the preparation of letters to government authorities and partners to facilitate the importation and delivery of goods required for the project, ensuring compliance with all relevant regulations and timely processing.
• Assist in the acceptance of goods delivered under the project, ensuring accurate inventory management and proper documentation.
• Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required
• Support workshop preparation inclusive of travels and participants.
• Support the PM on the delivery of assigned work packages.
• Maintain project files, including internal and external project reports.
• Assist in planning and recording change controls, risk registers and issue management by establishing document control procedures.
• Inform the PM of any deviations from the plan. Work with the PM to identify and manage risks.

Procedures

• Maintain all supporting project financial documents for audit and review processes.
• Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects
• Assist in monitoring project budget and financial expenditure and all administrative procedures in line with the work‐ plan.
• Process direct payments and advance requests and assist in preparing project budget revisions.
• Prepare the draft of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
• Support the PM by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
• Alert the PM or any financial shortfalls and over‐expenditures.
• Provide substantive inputs to assist the PM in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
• In consultation with the PM and relevant stakeholders, assist in preparing amendments of Agreements / Grants and Budget revisions when applicable
• Maintain records of project files and other supporting documents.
• Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the PM
• Support the PM in maintaining the following: i. Electronic Blue File ii. Procurement, HR and Finance files as required by UNOPS policies

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.
• Contribute to expertise in tools and techniques.
• Document and share knowledge and information with colleagues, clients and partners.
• Participate in the 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.

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.

Education

• Secondary education required.
• Technical/Professional License or Diploma, First university degree (bachelor’s or equivalent) in international affairs, business administration, social sciences, economics, environmental studies, development studies or another field relevant to international development assistance is an asset and can substitute for some of the required years of experience.

Experience

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

Languages

• Full working knowledge of English is required.

Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: LICA 6
• Contract duration: On-going and subject to organizational requirements, availability of funds, and satisfactory performance.
• Duty station: Phnom Penh, Cambodia. Phnom Penh city is a family duty station.

This vacancy is open only to Cambodia nationals or those who have a valid residence permit in the country of assignment.

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 UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.