Fund Management and Procurement Officer

Partner UNEP

Job categories Finance, Project Management, Procurement

Vacancy code VA/2023/B5006/26037

Department/office AR, EAPMCO, Thailand

Duty station Dili, Timor-Leste

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration One year with the possibility of extension

Application period 16-May-2023 to 12-Jun-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

UNOPS is recruiting for the position of Fund Management and Procurement Officer on behalf of its partner, the United Nations Environment Programme (UN Environment).

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment.

The Fund Management and Procurement Officer will function under the overall supervision of the Project Manager in the Project Management Unit (PMU), with overall substantive technical guidance from the Chief Technical Advisor, based in Dili, Timor-Leste for the GCF-funded “Enhancing Early Warning Systems to build greater resilience to hydro meteorological hazards in Timor Leste” project. The officer will be responsible for overseeing the general administration of the PMU, financial management and budgeting, and procurement in line with the approved Project Cooperation Agreements and Funded Activity Agreement.

Project Information:

The project “Enhancing Early Warning Systems to build greater resilience to hydro meteorological hazards in Timor Leste” was approved by the Green Climate Fund Board in October 2021, with a total budget of USD 21.7 million. The United Nations Environment Programme serves as the Accredited Entity for the project. Activities will be executed by the State of Timor-Leste through the Secretary State for the Environment (SSE) and UNEP. The project will be implemented across five years and aims to deliver transformative impact to the entire population of Timor-Leste, including 1.03 million as direct beneficiaries (80% of the population), directly contributing to the attainment of selected targets and indicators of Article 7 of the Paris Agreement, Sustainable Development Goal (SDG) 13 on Climate Action, SDG 3 on Good Health and Well-Being and the Sendai Framework for Disaster Risk Reduction.

The project will address the urgent need for integrated and end-to-end climate information services and multi-hazard early warning systems (MHEWS) through comprehensive institutional, technical and technological capacity building from national to local level to generate and disseminate robust climate data and information at all stages of the climate services value chain. This will be achieved through four inter-related components – the Project Results:

Result 1. Strengthened delivery model and legislation for climate information and multi-hazard early warning services;

Activity 1.1 Establish institutional and policy frameworks, legislation and delivery models for climate services

Result 2. Strengthened observations, monitoring, analysis and forecasting of climate and its impacts;

Activity 2.1 Enhance infrastructure and technical support for observations and monitoring

Activity 2.2 Strengthen climate modelling and impact-based forecasting

Activity 2.3 Establish climate services for health

Result 3. Improved dissemination and communication of risk information and early warning;

Activity 3.1 Establish targeted multi-hazard early warning information systems

Result 4. Enhanced climate risk management capacity.

Activity 4.1 Build capacity to prepare for and respond to climate risks and hazards

Activity 4.2 Establish Forecast-based Financing (FbF)

Local Context:

Timor-Leste is a Least Developed Country (LDC) and a Small Island Developing State (SIDS) whose infrastructure and governmental systems were devastated by a 25-year war of independence. Timor-Leste is highly vulnerable to both extreme climate and slow-onset events, with very limited capacity to prepare for and recover from climate impacts. As these events increase in frequency and intensity, Timor-Leste needs accurate, timely and actionable information and early warnings on local weather, water, climate and ocean conditions and related risks to human and environmental health.

Functional Responsibilities

Summary of functions: Financial Ma...

Summary of functions:

Financial Management and Budgeting
Procurement
General Administration
Monitoring, Evaluation, and reporting

1. Financial Management and Budgeting

Assist in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
Monitor budget/work program with respect to the GCF Project budget and related grants, on a regular basis, reallocates resources as necessary and assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
Manage programme financial resources through planning, guiding, controlling of the resources. Preparation and monitoring of programme/projects budgets.
Prepare and update the programme/projects budget revisions and cost projections.
Support the implementation of procedures and systems for implementing the appropriate financial database.
Contribute to the development of budgetary guidelines for the project.
Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
Manage expenditures against the budget (based on accurate financial reports)
Ensure that the operational budget and related financial reports are provided in a timely manner and when required.
Ensure that recurring budget and related financial reports as scheduled and special reports as required for budget preparation, audits or other reasons are provided in a timely manner.
Act as certifying officer within delegated authority for the designated GCF project and ensures effective and efficient use of project resources.
Conduct various analyses to ensure proper tracking of budgets based on agreements.
Participation in the project audit, control on the follow up.
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users in different project sites.
Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.
Entering records in the asset control database (system) if applicable.
Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data.
Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system/database.
Prepare, certify and submit of inventory reports in a timely manner.
Consolidate and prepare summary statements for inclusion in the financial statements.
Identify problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions.
Perform other relevant duties as required.

2. Procurement

Comply with the UN Procurement Manual
Manage implementation of all procurement plans attached to the Project Cooperation Agreements with the Executing Entities and Technical Partners
Provide support to Executing Entities and Technical Partners in conducting procurement packages in line with the UN Procurement Manual and policies
Follow all procurement initiatives: requests for proposals, requests for quotations, interests to bid, requests for applications, and monitor contracting.
Submit all procurement documents to the UNEP task manager and procurement specialist

3. General Administration

Undertake actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures
Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations
Provide information on unit’s staffing needs for inclusion in department’s staffing table
Supervise support staff as required
Perform other related administrative duties, as required (e.g. operational travel programme, monitoring accounts and payment to endors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).
Perform other duties as assigned.

4. Monitoring, Evaluation, and reporting

Prepare and issue regular project and/or financial reports in accordance with Partners and UNEP/GCF requirements for reporting as outlined in the Project Cooperation Agreements and Funded Activity Agreement.
Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
Maintain diaries and progress reports as required by the organization’s standard procedures.

Impact of Results

The Fund Management and Procurement Officer directly impacts on achievement of project results by coordinating all actions required for the effective implementation of the project by monitoring project implementation at all stages, including the analysis of implementation difficulties and initiating remedial action, preparing and/or reviewing documents and revising as required, requesting actions for recruitment of experts and placement of fellowships and ensuring satisfactory and expeditious completion of action, reviewing requisitions for procurement of equipment with substantive offices and following up on the status of purchase and delivery, preparing and/or reviewing various project reports, and arranging for the completion of the project and ensuring all documents and books are finalized. This consequently reinforces the visibility and image of UNEP as an effective Executing Entity and Accredited Entity in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

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.

Education/Experience/Language requirements

Education: A first-level university degree (Bachelor’s or equivalent...

Contract type, level and duration

Contract type: LICA Contract level: ICS 8 / LICA 8 Contract durati...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

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.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
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.

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.