Portfolio Associate

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.

 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.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29601#1