Associate Portfolio Manager, IICA-1 (ICS-9)

  • Mid-level, Long-term consulting assignment
  • Posted on 20 August 2019

Job Description

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

Functional responsibilities

Under the guidance and supervision of Portfolio Manager, the Associate Portfolio Manager maintains in-depth understanding of project or programme context. In performing daily work, the Associate Portfolio Manager carries out effective monitoring and analyses of project activities, focuses on practical needs of project implementation, works in close collaboration with other personnel of the Peace and Security Cluster and promotes a client, quality and results-oriented approach. In addition to supporting the Portfolio Manager, the Associate Portfolio Manager may be assigned her own portfolio to manage, depending on business requirements.

The functional responsibilities of the Associate Portfolio Manager shall include, but are not limited to, the following:

  1. Budgetary and Accounting support to Peace and Security Cluster
  2. Human Resources and Procurement support to Peace and Security Cluster
  3. Administrative support to Peace and Security Cluster
  4. Support to knowledge building and knowledge sharing in Peace and Security Cluster


1. Ensures efficient budgetary and accounting support to Peace and Security Cluster focusing on achievement of the following results:

  • Monitoring and review of status of budgetary allocation and expenditures and maintaining the overview of the consolidated performance in Peace and Security Cluster on an ongoing basis. Continuous networking with finance in Peace and Security Office as well as HQs to provide feedback and mutually agree on corrective actions, when required
  • Maintaining, monitoring and updating all cash-flow projections to ensure expenditures are in line with budget plans; alert Portfolio Manager of major discrepancies and advise on appropriate actions to take.
  • Monitoring the UNOPS Dashboard and providing the constant update to Portfolio Manager and Director, Peace and Security Cluster
  • Monitor and maintain the project document center, providing updates to Specialized units of Peace and Security Cluster as required and in line with assurance and reporting deadlines
  • Monitoring all new developments of policy, rules and tools in UNOPS in relation to budgetary and accounting system, particularly being affected by the introduction of IPSAS, and providing the timely update to project teams
  • Monitoring the reporting requirement of all Financial Agreements to the client, keeping track of the submission of such reports, and providing the timely advice to the portfolio teams as well as Regional Finance Management team
  • initiation of recruitment UNOPS Dashboard, produce expenditure reports and recognize incomplete or wrong transactions such as vouchers with matching errors
  • 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
  • Support the Portfolio Manager with preparation and maintenance of project budgets and revisions

2. Ensure efficient and effective human resources and procurement support through the following:

  • Constantly learning all new development in human resources related policy, guidelines and tools, ensuring the appropriate interpretation of, and compliance with them in Peace and Security Cluster in close consultation with Integrated Practice Advice and Support (IPAS) team and PSC NY Human Resources Team (HRT)
  • Advise field project team on revisions and updates to new developments in policies related to human resources and procurement
  • Advise Programme Manager and Head of Support Services in the field to maintain and update HR plans in support of project objectives
  • Preparation of recruitment and extension of staff in Peace and Security Cluster, including developing and/or revising TOR in consultation with IPAS, scheduling the written assignment and interview, recording interview minutes, consolidating the required documents and information for the ASB submission, drafting an RPA for Portfolio Manager and Director, Peace and Security Cluster
  • Review VAs submitted by field offices and ensure compliance with relevant UNOPS human resources polices
  • Provide substantive input on outreach strategies to ensure that VAs receive maximum international exposure
  • Identification of consultants/experts, initiation of recruitment and preparation of TOR. Processing of all administrative requirements, including preparation of an award document and a contract through oneUNOPS, and undertaking recruitment action and following-up to completion in collaboration with IPAS
  • Ensure that consultants are paid in timely manner via oneUNOPS, ensuring the timely submission of COPs, and keeping track of the expenditure for consultants
  • Monitoring the payroll expenditure and providing the update to Portfolio Manager and Director, Peace and Security Cluster
  • Maintaining the leave and mission plan and record of all projects staff and consultants in the Peace and Security Cluster
  • Maintaining the personnel records for all staff and consultants for relevant projects in Peace and Security Cluster
  • In coordination with relevant field counterparts, prepare and review procurement plans and suggest changes in response to shifting programme needs
  • Initiate procurement of goods or services for Peace and Security Cluster by requesting quotations, examining cost estimates, evaluating cost effectiveness and compliance with provisions contained in the UNOPS Procurement Manual and related guidelines. Perform active follow-up from procurement initiation to final delivery of goods and services
  • Preparation of purchase orders and contracts for Peace and Security Cluster, in and outside of oneUNOPS, preparation of recurring purchase orders for contracting of services, vendor creation in oneUNOPS maintenance of the filing system for procurement in Peace and Security Cluster, including the buyers profile in oneUNOPS, copies of DOAs in Peace and Security Cluster, vendors’ list, the registration and inventory of procured items, electronic and hard copies of contracts
  • Actively supports the work with clients on proposed projects, work and procurement plans, their cost implications, identifying milestones to ensure success
  • Contribute to the preparation and finalization of documentation and contracts required for service delivery by UNOPS and the portfolio
  • Assist in the preparation of Statements of Work for subcontractors; participate in the evaluations of proposals received; make recommendations for contract awards.

3. Ensure efficient and effective planning, administration and management of Peace and Security Cluster, focusing on achievement of the following results:

  • Collaboration in the management of all aspects of project implementation and service delivery in full compliance with UNOPS rules and regulations
  • Monitoring progress for all projects/service agreements under Peace and Security Cluster, anticipating operational and budgetary issues and advising the Portfolio Manager and Director, Peace and Security Cluster for pre-emptive actions
  • Monitoring the expenditure of Administrative Budget for Mine Action Cluster, and providing timely advice to Portfolio Manager and Director, Peace and Security Cluster
  • Administrative arrangements (e.g. funding, logistics) for training, study tours and conference, evaluating relevance of event with project objectives and review of nominations
  • Prepare a travel arrangement for Portfolio Manager and Director, Peace and Security Cluster, including flight and accommodation booking, drafting of TA and TAR, preparation of TEC at the end of travel, and payment completion in collaboration with finance
  • Review TAs of staff and consultants of Peace and Security Cluster for Director’s authorization in terms of funding, operational requirement and objectives of mission
  • Preparation of briefing materials for Portfolio Manager and Director, Peace and Security Cluster, as required for mission travel and/or discussion on project activities
  • As required, undertake field missions to carry out monitoring and evaluation activities and provide guidance and training to field personnel regarding UNOPS polices and internal best practices
  • Contribute to the preparation of contract documents and letters of agreement with institutions and UN agencies; administer contracts and grant agreements and process amendments
  • Review and provide advice to the project team on grant evaluations, reviewing the documents prior to submission for award to ensure high quality of content and compliance with UNOPS grants management processes
  • Regularly liaise with Programme Managers, Programme Officers, Chief of Operations and Support Services Officers or other associated positions in field operations for project under his/her supervision, raising areas of concerns, discussing project risks, delivery and project activities

4. Contributes to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Contribute to UNOPS capacity building in effective service delivery by focusing on learning, coaching and mentoring team members and field staff
  • Maintaining the updated knowledge of all new development in policy and tools in UNOPS HQs and constantly updating colleagues in Peace and Security Cluster
  • Training of colleagues on the new policy and tools and providing the feedback to regional practice advisors
  • Input and update of accurate data and information to facilitate monitoring and evaluation of project activities for Portfolio Manager and Director, Peace and Security Cluster
  • Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients as advised by Portfolio Manager and Director, Peace and Security Cluster
  • Participation in the training for Procurement, Legal, Project Management, and Human Resources Management
  • Interact closely with team members and internal partners to ensure consistency in service delivery and operating protocols
  • Input and update accurate data and information to facilitate monitoring of the projects under his/her supervision and providing this information to the Risk Management and Compliance Unit as well as providing communications and assurance information for PSC Management
  • Regularly communicate with clients for projects under his/her supervision, to update them on project status and delivery against objectives, attending project reviews/meetings with client, representing Portfolio Manager if required
  • Any Other duties as instructed by Director, Peace and Security Cluster

Education/Experience/Language requirements

Education:

  • Advanced University Degree (Master’s or equivalent) in Business Administration, Public Administration, International relations or related field with two (2) years of relevant experience is required; or
  • First-level university degree (Bachelor’s or equivalent) in Business Administration, Public Administration, International Relations or related field with four (4) years of relevant experience is required.

Experience

  • Relevant experience is defined as experience in administration, budgeting and human resources

Languages

  • Fluency in English (Speaking,reading, and writing) is required
  • Knowledge of other UN official languages is desired

About the Organization

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Director is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Similar Jobs