Portfolio Assistant

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!


Under the supervision of Portfolio Manager, your responsibilities will be the following:

1. Ensure efficient Administrative support to Peace and Security Cluster focusing on achievement of the following results:    

• Provide administrative support to Portfolio Manager with overall project implementation.
• Provide logistical/administrative support to Human Resources, Procurement, and financial activities.
• Carry out administrative and logistical arrangements for all project implementation activities.
• Prepare briefing materials as required for mission travel and/or discussion on project activities.
• Prepare travel for staff and clients.

2. Ensure efficient and effective budgetary and accounting support through the following:

• Collaborate with Portfolio team in all aspects of project implementation and service delivery in full compliance with UNOPS rules and regulations; monitor progress for all projects/service agreements under his/her responsibility, alert Portfolio Manager of any operational and budgetary issues that arise.
• Review drafts of budgets submitted by field offices and ensure that the correct templates and formats are used; communicate with field counterparts as needed.
• Prepare and submit delegation of authority requests for the approval of HQ.
• Monitor and review the status of budgetary allocation and expenditures, conveying relevant information to finance unit as required.
• Review payment requests for accuracy prior to processing and ensure that documentation needed is completed and that all required procedures are fulfilled.
• Review and confirmation of validity of charges by verifying authorized amounts and ensuring availability of budget and funds.
• Review the UNOPS Dashboard, produce expenditure reports and identify incomplete or erroneous transactions.
• Maintain accounting records for classification and recording of financial transactions, contracts, grants, and human resources.
• Maintain ongoing communication with counterparts in Finance unit in the organization in the preparation of payments, such as travel expense claims, grants, contracts installments and data reconciliation.

3. Ensure efficient and effective Human Resource and Procurement support of Peace and Security Cluster, focusing on achievement of the following results:

• Support the identification of consultants/experts by assisting with preparation of TORs and coordinating logistical aspects of recruitment; process all documentation for submission to relevant review bodies or authorities. 
• Act as focal point for scheduling interviews, serve as secretary in interviews for the recording of minutes, draft interview reports and submit them for the review of Portfolio Manager; responsible for drafting documentation for cases involving rapid recruitment and deployment.
• Serve as payroll administrator for payment of fees to contractors; act as liaison with UNOPS Global Shared Services Center as needed.
• Support the maintenance of the personnel records for all staff and consultants for relevant projects in Peace and Security Cluster. 
• Coordinate with field office for the submission of procurement plans.
• Prepare purchase orders related to contracts in and outside OneUNOPS, process recurring payments based on approved purchase orders; create buyer's profile as required in OneUNOPS.
• Maintain filing system for procurement activities.
• Use the internal control system to ensure that purchase orders (PO) related to Procurement are duly prepared and dispatched. Take timely corrective actions on POs that have discrepancies.
• Prepare information for cost-recovery bills in OneUNOPS for the Procurement services provided by UNOPS to other Agencies.
• Maintain vendor database system to update information, such as bank accounts information.
• Review documents submitted by field offices for procurement of goods or services; ensure compliance with provisions contained in the UNOPS Procurement Manual and related guidelines, such as relevant delegation of authority approval (DOA).
• Obligation of funds in OneUNOPS and obtaining of appropriate signatures for approval;
• Preparation and confirmation of appropriateness of operational transactions, payroll, contractual agreements, payments to suppliers.

4. Contributes to knowledge building and knowledge sharing, focusing on achievement of the     following results:

• Develop solid understanding of principles and structure of financial agreements, as well as the broader organizational and legal context in which they exist.
• Acquire foundational understanding of policy and procedures for Procurement, Human Resources, and Financial Management.
• Use various technological tools and electronic systems to initiate work and share information with colleagues and clients.
• Participate in the trainings for the operations/projects staff in Procurement, Legal and Management.
• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Perform other related duties as required.

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!


Education:

• Secondary school (High School or equivalent) with a minimum of five years of relevant experience; OR
• A first level university degree (Bachelor degree or equivalent) in Administration, Project Management, Finance, Human Resources, Procurement or related field with one year of relevant experience.
• An advanced university degree (Masters degree or equivalent) in Administration, Project Management, Finance, Human Resources, Procurement or related field with one year of relevant experience.

 
Experience:

• Relevant experience is defined as experience performing general operational transactions.

Language Requirements:

Fluency in English (read, speak, write) is required. 

• 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 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.  
• **Since this is local position, only US citizens, US permanent residents, existing G4 visa holders, or applicants with a valid US working visa for the entire duration of the contract will be considered. 

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.

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

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.