Background Information - Job-specific
This a temporary position to cover a parental leave for six months
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.
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. The SDC has a footprint of approximately 125 countries
The position of the Portolio Associate is under the UN Technology Support Services (UNTSS) portfolio. The incumbent of this position will be a UNOPS personnel and is under its full responsibility.
Functional ResponsibilitiesUnder the supervision of the Project Manager, the Portfolio Associate will undertake the following activities:
Project Management/Administration
Finance
Preparing and handling 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 Requests for Payments and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges; Supporting review of financial information with the concerned team, identify bottlenecks and corrective actions; Preparing and analyzing of financial proposals, and financial reports, including investigation and preparation of adjustments as required; Creating, importing, reviewing, correcting and processing journal entries in General Ledger. Review and run inquiries included in the 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;Travel/Procurement/Grants/HR
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 changes' impact, 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 per 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, and additional information to improve the quality of output and /or account submission and increase the 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 the 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 the performance of grants, highlight issues and risks involving grantees, and ensure timely delivery; Facilitate the 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, and 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 the 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, and 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 any payroll-related issues with relevant parties. Support creation and maintenance of HR contract tracker Perform a backstopping role during the absence of the Project Manager, under the overall supervision of a TSS Project Manager and/or TSS Senior Portfolio Manager; Perform other duties as may be reasonably required and in line with the incumbentโs scope of services above. Education/Experience/Language requirements*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
Education
Completion of secondary education (High School diploma) with a minimum of six (6) years of relevant experience is required or Advanced University Degree (Master's Degree or equivalent) with zero year of relevant experience or First-level university degree (Bachelorโs degree or equivalent) with 2 years of experience. Required Experience
Relevant experience is defined as experience working in one or more of the following areas: operations, project management, programme management, and administration. Proficiency in MS Excel and Word or G-sheets and G-Docs is required. Desirable experience (the following experience is optional candidates who do not have it are welcome to apply):
Proficiency in OneUNOPS, including related systems such as Projects and Reports would be an asset. Language
Fluency in written and oral English is required. Fluency in another UN official language 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: Individual Contractor Agreement (ICA)
Contract level: Local Individual Contractor Agreement (L-ICA 6- ICSC6)
Contract duration: Six months (Parental Leave Cover)
*Travel and installation costs in New York and from New York are not included in the contract, this is under the responsibility 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 Information
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. Even though the duty station is indicated as New York, USA, consideration will be given to allow the position to be home-based depending on the incumbent's personal situation. For home-based positions, a location-specific fee scale is applied in determining the contractor's fee.
The candidate will be required to be available during New York business hours.
Terms and Conditions
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.