Background Information – UNOPS
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.
Background Information -
THOH
UNOPS Thailand Operations Hub (THOH) is under the UNOPS
Asia Regional Office and was established to better support, develop and oversee
the UNOPS portfolio of projects in South East Asia and the Pacific.
Located in Bangkok, Thailand, the Hub comprises two main offices
– THOH Thailand and THOH Indonesia and its current portfolio spans HR
transactional services, financial management services, procurement services and
project implementation services currently being provided to a wide range of
other UN entities, INGOs and Governments/Government agencies in South East Asia
and the Pacific.
THOH is looking for a highly motivated,
skilled and experienced individual for the role of a Portfolio Associate. Reporting to the Project Manager, the Portfolio Associate works
in close collaboration with both internal and external clients especially with
UNOPS Global Shared Service Center (GSSC), HR, Finance, Operations, and programme
and projects personnel as well as with the focal points of the partner organizations
to exchange information and ensure consistent service delivery. The incumbent is
responsible for implementation of operational strategies, portfolio planning,
administration and management, knowledge building and knowledge sharing. The Portfolio
Associate may supervise one or more Operations Assistant as required and
assigned.
Functional Responsibilities
Implementation of operational strategies
- Full compliance with UNOPS rules and
regulations of programme/project management, financial processes, financial
records and reports and audit follow up, human resources management,
procurement processes; implementation of the effective internal control
framework.
- Contribution to the content of internal
Standard Operating Procedures in programme/project management, in consultation
with the direct supervisor and office management.
Portfolio planning, administration and management
- Manage of all aspects of project
implementation and service delivery in full compliance with UNOPS rules and regulations;
monitoring of progress for all projects/service agreements under his/her
responsibility, anticipating operational and budgetary issues and taking
pre-emptive action.
- Interact with colleagues, clients and partners
and undertaking of missions, as may be required, to guide operational issues
and UNOPS service provision. Focus on resolution of operational and process
issues, referring complex issues to supervisor with clear recommendations for
courses of action.
- Review of service requests, assessment of
their complexity, level of effort and UNOPS service fee levels for compliance
with the UNOPS self-financing principle, and feedback prior to acceptance of
projects for execution and/or service requests.
- Assist in the preparation of service request documents
and analysis of submissions for project and/or UNOPS service acceptance;
coordination of inputs from different parties; preparation of business case,
legal document, budget, associated documentation and presentation of requests
to the The Integrated Practice Advice and Support (IPAS).
- Prepare required documents such as incurred
expenditure reports, budget status reports, GL transactions, project stage
approval, payment process to be authorized by the Project Manager and Hub
Director to endorse for project-related activities and to advise/inform
clients/partners and funding agencies with the expenditure and budget status
- Prepare project budgets and revisions and
other related documents.
- Initiate for the procurement of goods or
services by requesting quotations, examining cost estimates, evaluating cost
effectiveness and compliance with provisions contained in the UNOPS Procurement
Manual and related guidelines and actively follow-up from procurement to
delivery.
- Initiate recruitment and contribute in preparation
of TOR. Process all administrative requirements (e.g. funding source,
clearances, and documentation) and request THOH HR focal point to undertake
recruitment action; follow-up to completion.
- Verify for the accuracy of requests/transactions
and completeness of documentation. Initiate action and certification for
approval at the higher level as required.
Monitor expenditures regularly and inform supervisor and clients of
budget status and any need to reallocate resources to meet objectives.
- Undertake administrative arrangements (e.g.
funding, logistics) for training and study tours, evaluating relevance of event
with project objectives and review of nominations.
- Prepare briefing materials as required for
mission travel and/or discussion on project activities.
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.
- Coach and/or mentor junior colleagues on
portfolio management and service administration and encourage feedback for
improvement and standardization.
- Document and share knowledge and information
with colleagues, clients and partners.
- Participate in the trainings 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.