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 Portfolios Office (NYPO) 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. 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. SDC has a footprint of approximately 125 countries.
Under the supervision of the Grants Management Services (GMS) Portfolio Manager (PM), the Portfolio Senior Analyst is responsible for service delivery under an assigned client’s portfolio; taking independent decisions on administrative actions based on clearly established authority and guidelines. In performing her/his daily work, the incumbent works with minimal supervision in close collaboration with other personnel of the GMS, UNOPS, and staff of other UN agencies and promotes a client, quality and results-oriented approach. He/she may also directly supervise subordinates and/or train and coach colleagues. This is a large and complex business portfolio and the incumbent works on the formulation, management and evaluation of programme activities within his/her portfolio, provides policy advice services. He/she supports the design and development of business plans for acquisition and growth of the business portfolio to meet revenue and income targets.
Summary of Key Functions
- Implementation of operational strategies with regards to financial, Human Resources, and Procurement and the cluster practice area
- Portfolio planning, administration and management
- Knowledge building and knowledge management
- Client services and organizational work ethics and culture
1. Portfolio design, planning, and implementation, focusing on the following results:
- Serve as primary focal point for the GMS regional portfolio and partnership project(s) as needed, including but not limited to preparation of Financial Agreements (including grants and small services), information and knowledge management, provide policy advice on UNOPS and Small Grants Programme (SGP) policies and procedures and manage the implementation and provision of logistical/administrative, human resources, procurement, travel, and financial management services.
- Design and formulation of new process initiatives including risk management, quality assurance and quality control.
- Establish and execute business plans, priorities, Standard Operating Procedures (SOP) benchmarks, delivery targets and performance standards for the assigned portfolio.
- In collaboration with SGP partner and client, formulate measurable long/short-term targets and monitor progress in assigned countries; ensure cost-recovery of UNOPS service provision within pricing policy.
- Review payments, clearance of purchase orders and other disbursements for the projects.
- Take a strategic approach in planning, budgeting, implementing and monitoring of the portfolio, tracking the use of financial resources in accordance with UNOPS financial rules and regulations.
- Financial monitoring of the projects, identification of operational and financial problems, and development of solutions.
- Prepare and monitor country programme budgets for each phase of the programme. Collaborate on any budget revision exercise, as necessary.
- In collaboration with the PM, maintains fiduciary standards, oversight, and compliance with the internal control standards.
- Collaborate in the initiation of a project, and processing of pre-engagement requirements under the supervision of the PM.
- Drafting of TOR for subcontractors and consultants; proposal of suitable firms or institutions and individual consultants; evaluation of proposals received; recommendations for contract awards; negotiations with successful bidder. Lead and/or conduct recruitment processes for the client.
- Drafting of contract documents and letters of agreement with institutions and UN agencies; administration of contracts and agreements and processing amendments for approval. Conduct procurement processes as needed.
- Compliance of procurement activities with UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system.
- Work with clients on successful project implementation, including execution of plans, cost analysis and modifications, identification of milestones and other performance indicators to ensure success
- Provide input on the SGP country programme financial performance for the SGP personnel financial performance review process.
- Monitoring and evaluation of performance of service providers, SGP Personnel, suitable firms or institutions
- Collaborate with PM on monitoring missions to evaluate progress where required, identify problems and take appropriate and timely decisions to meet client needs.
- Follow up on audit recommendations to ensure timely implementation and reporting.
- Prepare and/or aggregate donor reports on activities, outputs and outcomes for review by client and UNOPS managers and/or client.
2. Cluster practice area, focus on the following results:
- In coordination with IPAS and Practice Group, provide advisory services on assigned practice area for the benefit of UNOPS and client.
- Collaborate in the process innovations and improvements for GMS service lines to provide tailored-solutions for its partners and stakeholders.
- Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
3. Programme Support and Business Development, focusing on the following results:
- Actively contribute in exploring new business opportunities to extend the GMS client-base.
- Contribute to business development activities and advise GMS Management
- Analysis and research of information on donors and funding agencies, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for new projects.
- Support GMS Management in liaison and negotiation functions with current and potential donors and funding agencies.
- Knowledge management and technical support, focusing on the following results:
- Identification and synthesis of best practices and lessons learnt on project management.
- Contribution to organization and client capacity building of high quality delivery through coaching and mentoring of internal clients and partners.
- Participation in the periodic review and strengthening of Standard Operating Procedures based on lessons learnt and adaptation of programme/donor requirements.
- Collaboration in development of tools and platform for data and content management, ensuring information and knowledge sharing with clients and partners.
- Collaboration in the organization and independently prepare and conduct trainings and media for the operations/projects personnel.
- Contributions to knowledge networks and communities of practice.
- Efficient client services and organizational work ethics and culture, focusing on the following results:
- Keep clients informed of the status of project activities; prepare oral and written reports.
- Interact with clients to solicit feedback and gauge client satisfaction.
- Interact with internal clients, SGP National Coordinators, and Programme Assistants to integrate and harmonize approaches.
- Demonstration of professional and personal ethics, transparency and openness to encourage respect and similar behaviour from colleagues
Impact of Results
The key results have an impact on the overall efficiency of the Regional Office or Operations/Project Centre in project execution and success in introduction and implementation of programme strategies. Strategic approach to project execution, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.
Education/Experience/Language requirements
*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY
Education:
- A Master’s Degree in preferably Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, International Relations.
- Bachelors degree in combination with relevant additional experience may be accepted in lieu of the advanced degree.
Required Experience:
- A minimum of two (2) years of experience in project management, operations or related field.
Desirable experience (the following experience is optional candidates who do not have it are welcome to apply):
- Experience in recruitment, budget management, accounting and procurement is desirable.
- Good knowledge of UN/UNOPS policies and procedures is desirable.
- Good computer skills, including MS Office is desirable.
- Experience with an ERP system is desirable, and specific experience with oneUNOPS is an asset.
- Knowledge of grants management is an asset
Language
- Fluency in written and oral English is required.
- Knowledge of second UN working language such as Spanish or French is highly desirable.
Contract type, level and duration
Contract type: International Individual Contractor Agreement (IICA)
Contract level: IICA-1
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
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
- 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. 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.