Portfolio Associate

Job Description

Empowering project success through operational excellence, data-driven insights, and seamless coordination.

UNOPS Development and Special Initiatives team works with UN partners and Member States. This portfolio offers support for various initiatives and priorities of the UN Secretary-General in pursuit of the 2030 Agenda and the Sustainable Development Goals. Additionally, it helps the UN Secretariat in implementing global programs in areas such as political affairs, climate, counterterrorism and peacebuilding, among others.

Under the supervision of the Project Manager, the Portfolio Associate provides a range of administrative services to the portfolio. The incumbent may take routine decisions on administrative actions based on established authority and guidelines.

Project Management/Administration   

• Ensure  that  implemented  activities  are  aligned  with  approved  project  agreements  in  terms  of technical scope, engagement of resources, budget expenditure and agreed timeframe; 
• Input and update of accurate data and information to facilitate effective delivery of the operations; 
• Provide inputs to the Project’s work, financial, recruitment and procurement plans as required; 
• Contribute to development of Project’s reports and analysis related to project activities; 
• Establish  and  maintain  project  documents/files  for  easy  retrieval  of  archive  related  to  Project’s activities; 
• Contribute  to  identification,  capturing,  and  assessment  of  risks/issues  and  implement  mitigation measures in accordance with the Risk Management Strategy; 
• Contribute  to  identification,  capturing,  and  sharing  of  the  Project’s  lessons  learned  and  best practices; 
• Draft  reports  as  envisaged  by  the  Project  Document/legal  agreement,  while  in  particular considering progress against the Key Performance Indicators; 
• Contribute  to  efficient  and  effective  use  of  Project  and  UNOPS  tools  for  monitoring  of  the  Project’s performance, outputs and benefits; 
• Assist  with  administration  and  regular  monitoring  of  all  budgetary,  financial,  procurement  and  routine aspects of project delivery.

Finance  

• Prepare  and  handle  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  Request  for  Payments  and  supporting documentation  for  completeness,  accuracy,  compliance  with  UNOPS  FRRs  and  correctness of account code charges;  
• Help  to  review  financial  information  with  the  concerned  team,  identify  bottlenecks  and  corrective  actions;  
• Analysis of financial reports, investigation and preparation of adjustments as required;  
• Create,  import,  review,  correct  and  process  journal  entries  in  General  Ledger.  Review  and  run  inquiries included in 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  the  impact  of  changes  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 in accordance with 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,  additional  information  to  improve  quality  of  output  and  /or  account  submission  and  increase  knowledge  base  in the process;  
• Assist in the preparation and administration of calls for proposals, grant awards, and related contractual arrangements between UNOPS and its partners, in line with project requirements.
• Provide administrative support to calls for proposals in accordance with UNOPS rules and procedures, including receipt and filing of proposals, support to selection committees, and assistance in the preparation of evaluation documentation, as required.
• Support the timely and accurate processing of project requests to engage grantees and implementing partners.
• Assist in the preparation of grant agreements and support the processing of fund disbursements in line with approved project budgets and requirements.
• Support project teams in liaising with implementing partners to monitor grant implementation, flagging potential issues and risks, and supporting timely delivery of agreed outputs.
• Support the day-to-day administration of grant management activities, including tracking reports, processing partner registrations, and supporting 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  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, 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 with relevant parties any payroll related issues;
• Support creation and maintenance of HR contract tracker; 
• Perform  backstopping  role  during  the  absence  of  Project  Manager,  under  the  overall  supervision  of a DSIP Project Manager and/or DSIP Senior Portfolio Manager; 
• Perform  other  duties  as  may  be  reasonably  required  and  in  line  with  the  incumbent’s  scope  of services above. 

About the Organization

United Nations Office for Project Services