Vacancy Details


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Details
Vacancy code VA/2014/B5001/4617
Position title Associate Portfolio Support Officer (Multiple positions), Multiple positions
Level ICS-8
Department/office GPSO, Mine Action
Duty station New York, United States of America
Contract type International ICA
Contract level IICA-1
Duration 12 months
Application period 20-Jan-2014 to 03-Feb-2014
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This vacancy is closed.
Background Information - UNOPS

“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
-Ban Ki-moon, United Nations Secretary-General

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.

Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.
Background Information - MAC

Mine Action Cluster

The UNOPS Mine Action Cluster (MAC) within the Global Partner Services Office (GPSO) is a principal service provider in the field of mine action with the United Nations, Governments of mine-affected countries and other mine action partners. The UNOPS Mine Action Cluster was established in 1997. Based in New York, it has helped partners to significantly improve the lives of people in more than 30 countries across the world. The UNOPS Mine Action Cluster supports Mine Action efforts in both emergency and post conflict settings. It delivers fast procurement, recruitment and management services to facilitate humanitarian aid and launch emergency mine clearance. The Cluster 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 Cluster Chief who has the overall authority and accountability for the performance of the Mine Action Cluster on behalf of its clients.
Background Information - Job-specific

Under the guidance and supervision of Chief, Mine Action Cluster, GPSO, the Associate Portfolio Support Officer is responsible for updating the Mine Action Cluster with all new policy and tools, providing the timely advices on them to Mine Action Cluster, contributing to development of a better organization and process in Mine Action Cluster to the achieve higher quality and efficient service delivery for projects under Mine Action Cluster, and providing administrative assistance to as clearly defined by Chief, Mine Action Cluster. In performing her/his work, Associate Portfolio Support Officer works with minimal supervision and promotes a client, quality and results-oriented approach.

Associate Portfolio Support Officer reports to Chief, Mine Action Cluster and works in close collaboration with UNOPS GPSO Mine Action staff as well as UNOPS HQs to exchange information and ensure consistent service delivery.
Functional Responsibilities

Functions / Key Results Expected
Summary of Key Functions:
a) Budgetary and Accounting support to Mine Action Cluster
b) Human Resource and Procurement support to Mine Action Cluster
c) Administrative support to Mine Action Cluster
d) Support to knowledge building and knowledge sharing in Mine Action Cluster

a) Ensures efficient budgetary and accounting support to Mine Action 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 Mine Action Cluster on an ongoing basis. Continuous networking with finance in North America Office as well as HQs to provide feedback and mutually agree on corrective actions, when required.
Maintaining the consolidated cash-flow projection in Mine Action Cluster and providing the timely advices to portfolio teams through Chief, Mine Action Cluster.
Monitoring the UNOPS Dashboard and providing the constant update to Chief, Mine Action Cluster.
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 portfolio teams through Chief, Mine Action Cluster.
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.
Review the 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.

b) 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 Mine Action Cluster in close consultation with IPAS.
Preparation of recruitment and extension of staff in Mine Action Cluster; this includes: developing and/or revising TOR in consultation with IPAS, scheduling the written assignment and interview, consolidating the required documents and information for the ASB submission, drafting an RPA for Chief, Mine Action Cluster.
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 GLOCON, and undertaking recruitment action and following-up to completion in collaboration with IPAS.
Preparing the purchase order for the fee payment to consultants through ATLAS, ensuring the timely submission of COPs, and keeping track of the expenditure for consultants.
Monitoring the payroll expenditure and providing the update to Chief, Mine Action Cluster.
Maintaining the leave and mission plan and record of all staff and consultants in Mine Action Cluster.
Maintaining the personnel record for all staff and consultants in Mine Action Cluster. Providing inputs for the preparation of procurement plans of Mine Action cluster.
Initiation of procurement of goods or services for Mine Action Cluster by requesting quotations, examining cost estimates, evaluating cost effectiveness and compliance with provisions contained in the UNOPS Procurement Manual and related guidelines. Active follow-up from procurement to delivery.
Preparation of purchase orders and contracts for Mine Action Cluster in and outside ATLAS, preparation of recurring purchase orders for contracting of services, vendor creation in ATLAS, maintenance of the filing system for procurement in Mine Action Cluster, including the buyers profile in ATLAS, copies of DOAs in Mine Action Cluster, vendors’ list, the registration and inventory of procured items, electronic and hard copies of contracts.

c) Ensure efficient and effective planning, administration and management of Mine Action Cluster, focusing on achievement of the following results:
Organizational development, human resources planning and process rationalization of Mine Action Cluster in the changing business environment.
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 Mine Action Cluster, anticipating operational and budgetary issues and advising Chief, Mine Action Cluster for pre-emptive actions.
Monitoring the expenditure of Administrative Budget for Mine Action Cluster, and providing the timely advice to Chief, Mine Action 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 Chief, Mine Action Cluster, including flight and accommodation booking, creation of a purchase order, 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 Mine Action Cluster for Chief’s authorization in terms of funding, operational requirement and objectives of mission.
Preparation of briefing materials for Chief, Mine Action Cluster as required for mission travel and/or discussion on project activities.

d) Contributes to knowledge building and knowledge sharing, focusing on achievement of the following results:
Maintaining the updated knowledge of all new development in policy and tools in UNOPS HQs and constantly updating colleagues in Mine Action 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 Chief, Mine Action Cluster.
Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients as advised by Chief, Mine Action Cluster.
Participation in the trainings for Procurement, Legal, Project Management, and Human Resources Management.

e) Any other duties as instructed by Chief, Mine Action Cluster.

Impact of Results
The key results have an impact on the overall execution of the administrative and financial services to UNOPS projects under Mine Action Cluster in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in operations management.
Competencies

  • Strong planning and organization skills.
  • Strong client and service orientation.
  • Ability to work with accuracy under pressure and with minimum supervision.
  • Keen attention to detail.
  • Pro-active work style and excellent follow-up skills.
  • Demonstrate team behavior and a high degree of professional and personal ethics, transparency and   openness to encourage respect and similar behavior from colleagues in the workplace. Good interpersonal skills and strong ability to work in a team.
  • Strong knowledge of IT packages, especially Word and Excel. Good drafting skills.
  • Knowledge of ERP (PeopleSoft) systems desired.
  • Education/Experience/Language requirements

  • A bachelor’s degree in Public Administration, International Relations, Business Administration, Law or other relevant field with the minimum 2 years of work experience in the related areas are required. Or a master's degree in one of the mentioned majors, master is counted equivalent to bachelor and 2 years of work experience.
  • Additional training in administration -Budgeting and human resources - recruitment and selection is an asset.
  • Experience in human resources management involving international and national project staff, budget preparation and budget revision (strong orientation and experience in handling figures), and procurement contract administration is desirable.
  • Good knowledge of UN/UNOPS policies and procedures, especially with regard to budgeting, accounting, human resources and procurement is highly desirable.
  • Good computer skills, including MS Word is desired.
  • Experience in ATLAS or any other ERP an asset.
  • Fluency in oral and written English required. Knowledge of another UN official language an asset.
  • Additional Considerations

    • Please note that the closing date is midnight Copenhagen time (CET)
    • Applications received after the closing date will not be considered.
    • Only those candidates that are short-listed for interviews will be notified.
    • Qualified female candidates are strongly encouraged to apply.
    • For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
    • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

    It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
    Recruitment/internship in UNOPS is contingent on the results of such checks.

    Contract type, level and duration

    Contract type: International ICA
    Contract level: Level 1
    Contract duration: 12 months with possibility of extension subject to funding and performance

    For more details about the ICA contractual modality, please follow this link:
    http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

    This vacancy is closed.