Grants and Contracts Management Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

THOH

Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.

BRG Programme

Seasonal peatland fires are now compromising Indonesia’s economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulted in the hospitalization of more than half a million people due to acute respiratory infections. These fires that raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy an estimated USD 16 billion, about 2% of its annual GDP.

In recognition of the importance of peatlands for biodiversity conservation, water resource management, reducing forest and land fires, livelihood support for local communities and carbon storage, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forest and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands with USD 1 billion over the next few years. The USD 1 billion support is part of an international climate mitigation initiative (UNFCCC) supported programme that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contribution made to reduce deforestation.

In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multiyear administrative support mechanism for managing Norway’s financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.

In view of the foregoing, THOH is hiring for the post of Grants and Contracts Management Assistant. Reporting to the Grants and Contracts Officer, the incumbent shall contribute to the successful operational management of the Fund Management Office, particularly in the areas of maintaining legal documentation and related files, grants and contracts administration, and assisting in the monitoring financial performance against contractual milestones and performance indicators.

Grants and Contracts Administration

• Assist with daily departmental administration issues and document filing
• Draft correspondence to Grantees
• Draft and organize minutes of meetings when and as required
• Other administrative tasks, as required by the Grants & Contracts Officer

Grants & Contracts Management

• Assist the Grants & Contracts Officer prepare contracts, agreements and agreements amendments in full compliance of procurement/contracting and grants activities with UNOPS rules, regulations, policies and strategies
• Assist in facilitation contract signing between UNOPS and implementing partners
• Assist in the verification of services delivered against contractual requirements by reviewing and certifying technical, narrative and financial reports
• Assist in monitoring contract delivery and monitor individual project delivery, as required
• Assist in maintaining the contract files containing all agreements, contracts, amendments, proposals, milestone reports, correspondence, inventories and other documents relating to the contract or grant
• Assist in verifying implementing partners insurance documents
• Assist in supporting the change process to hold implementing partners more accountable for services, and for the implementation of more efficient working practices
• Proactively putting forward ideas, suggestions, and recommendations to make the office administration more efficient

Financial Tracking, Budgeting, Monitoring and Controls

• Assist to manage grants and contracts with implementing partners in Indonesia, including, but not limited to, verification of services delivered against contractual requirements, review of the implementing partners; progress, review of implementing partners’ budget, analysis of implementing partner productivity, verification of insurance and goods procured, evaluation of subcontractor’s personnel qualification and certification of reports and payments
• Assist to administer technical/financial reports (and in certain cases, invoices) for implemented projects from implementing partners
• Upon certification of reports/invoices, send on to administrating agencies for payment
• Manage implementing partner communications concerning payments
• Track all reporting/invoicing/payment status for each contract
• Assist with logging, screening and tracking the incoming reports received from the partner agencies.
• Send back if information contained in the report is incorrect

Coordination

• Participate in discussions related to various issues relating to implementing partners and BRG, as required by the Grants & Contracts Officer
• Assist with reviewing various requests/inquiries received from partner agencies and provide response with technical inputs, as required

Education:

• First level University degree (Bachelor degree or equivalent) in Business Administration, Finance, Law or a related field with one (1) year of experience is required; or
• Secondary School (high school) with additional five (5) years of relevant experience may be accepted in lieu of the Bachelor degree.

Experience:

• Minimum one (1) year of professional experience in contracts management and/or grants management is required;
• Experience with UN agencies or International NGOs is desired;
• Experience with public sector organizations within Indonesia is desired; and
• Experience in a legal environment as a law clerk, paralegal, registry office, legal secretary or similar field is desired.
• Experience in maintaining a filing system is desired.

Language:

• Fluency in English and Bahasa Indonesia (reading, writing and speaking) is required
• Knowledge of another UN official language is desired

Contract type: Local Individual contractor Agreement (LICA)

• This is a local position, therefore only nationals of duty station or applicants who are legally entitled to be employed in the duty station will be considered.
• Please note that the closing date is midnight Copenhagen time.
• 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.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, 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.

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.