Portfolio Management Officer, Multiple positions

Job categories Communications, Project Management, Programme Management

Vacancy code VA/2018/B5007/15276

Level ICS-10

Department/office GPO, GVA, Geneva

Duty station Geneva, Switzerland

Contract type International ICA

Contract level IICA-2

Duration one year

Application period 23-Mar-2018 to 23-Apr-2018

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

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

The Portfolio Management Officer reports to the WASH Senior Portfolio Manager and will be a key member of the portfolio management team delivering a range of implementation services on behalf of its clients in areas of project management, funds administration, grants management, human resources administration, as well as finance and general administration.

In particular, the Portfolio Management Officer will focus on internal portfolio planning, implementation and coordination of a number of projects, analysis of existing work streams, support client relationship management and follow up on portfolio specific work packages with internal and external stakeholders.

Functional Responsibilities

A. Portfolio Planning, Coordination and Team Management Coordinate and over...

A. Portfolio Planning, Coordination and Team Management

Coordinate and oversee the preparation of workplans for different components of the portfolio, including establishment of resource requirements and cost implications;
Establish portfolio goals and targets by actively supporting coordination within the team work streams to achieve results;
Create tools and establish working systems or guidance to facilitate improved collaboration between functions within the Portfolio Management Team (PMT);
Initiate and actively support learning activities for Portfolio members, as required, on methods, tools and practices that facilitate effective planning, coordination and implementation;
Actively and regularly liaise with the PMT to ensure work is aligned with budget plans in an effort to drive implementation results and support financial management of projects;
Monitor implementation of the portfolio activities, include identifying gaps, proposing solutions for improved implementation support;
Analyse and research advanced, suitable technologies and systems to develop tools to support Portfolio operations and oversight needs, testing innovative planning tools to ensure high-standards in collaboration and communication;
Establish systems and planning tools to be used by the PMT to enhance collaboration, information sharing and oversight;
Input and update accurate data and information to facilitate monitoring of the projects under the portfolio, contribute to Quarterly Assurance and provide this information to the Risk Management and Compliance Unit as required;
Support the Portfolio Manager in the development of written legal, policy and oversight documents related to governance, guidance, hosting terms, SOPs, risk management etc. to support strategic hosting approaches;
Attend internal UNOPS meetings with the Portfolio Manager and to represent him/her as required;
Supervise, coach and mentor junior team personnel as required;
In support of the Portfolio Manager, support business development work for the Portfolio;

B. Provide Advice on Implementation and Operations to Partners

Provide advice to partners on implementation models/practices, with focus on planning, procurement and grant management support;
Act as direct client focal point for procurement and high-value grant management, with focus on providing oversight advice to ensure activities are carried out with ‘value for money’ and activities are carried out in compliance with UNOPS policies and best practices;
Independently manage large-scale, high-volume or complex procurement processes, including close collaboration with client focal points to finalise Terms of Reference, manage solicitation processes and finalization of results, including managing submissions to LCPC/HQCPC and any other award review bodies, finalise contracting including negotiations with contractors;
Advise and ensure compliance of procurement activities with UNOPS rules, regulations, policies and strategies for counterparts within the Portfolio Management Team (PMT) and with partners;
Advise partners on more sustainable or effective procurement practices (use of BPA, LTA, consolidated procurement across units);
Maintain close consultation with ECR procurement advisors and Head of Support Services, and advise portfolio counterparts and PMT on the revisions and updates to new developments in policies related to Procurement;
Monitor and evaluate performance, taking corrective action as required with third parties;
Constantly acquire knowledge of all new developments in policies, guidelines and tools and ensure that there are appropriate interpretations and compliances in the portfolio;
Lead implementation debates and exercises related to planning, procurement processes, systematic management of data needs, results reporting and coordinate responses to requests for information from other internal units and external parties;

C. Support Client Relationship Management and Capacity Development

Manage client relations at authorized level to ensure constant responsiveness to client needs and monitoring of portfolio implementation progress to proactively address all issues arising;
Regularly liaise with Senior Managers providing regular inter-face to the clients, directing client colleagues to the correct experts for advice in the UNOPS Geneva office or at HQ level as required;
Initiate and lead organizational and client capacity-building of high performance delivery of project objectives through formal training, coaching and mentoring of internal clients and partners;
Actively understand the context of client needs, conduct independent investigation to ensure all factors are understood before providing appropriate advice;
As requested, support business development initiatives and other client engagement activities beyond those in the Portfolio;

D. Ensure optimization of operational systems and tools

Continuously maintain and review/seek improvements of existing ERP tools for best support systems;
Participate in and conduct trainings for the operations/projects staff on best tools and/or ERP system;
Provide contributions to knowledge networks and communities of practice;
Coordinate and lead initiatives in training, both internally for the portfolio team and externally for the client;
Coordinate across portfolio units to contribute to Geneva Office’s work in the development and use of intelligent operational tools and systems;

E. Communications, strategic support and information sharing

Engage in communications support on behalf of the Portfolio and in coordination with partners, as required, drafting/reviewing/editing documents for internal or external UNOPS communication, promoting knowledge sharing on the work of UNOPS Geneva Office and/or the PMT. This may include developing; reports/articles/outreach material or inputs for UNOPS publications such as newsletters, annual reports, presentations etc.;
Support the ECR Geneva Office in communications and information sharing to External audiences, including in support of business development and expanded client engagement;
Apply substantive knowledge in development practices, provide advice on effective and sustainable operationalization and implementation of projects for initiatives, researching policies and sectoral initiatives related to the client’s substantive work areas;
Interact with other Portfolios within ECR Geneva to promote information sharing and synthesize lessons learned; actively promote a culture of collaboration across portfolios and with Practice Leads.

Perform other related duties as assigned.

Education

University master's degree or equivalent in Business Administration, Econom...

Experience

Minimum 5 years of relevant experience in the area of project management sup...

Languages

Fluency in oral and written English is required. Knowledge of another official U...

Competencies

Develops and implements sustainable business strategies, thinks long term and ex...

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

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.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: Inter...

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications ...

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peaceb...

This vacancy is closed.

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APPLICATION TIPS

How to send a good application:

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.