Portfolio Support Officer

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 centers, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

The Global Fund to Fight Aids, Tuberculosis and Malaria (GF) does not have a country-level presence outside of its central Secretariat based in Geneva. Instead, it hires third party Local Fund Agents, who are selected through a competitive bidding process, to oversee, verify and report on grant performance. UNOPS serves as Local Fund Agent (LFA) to the Global Fund to Fight AIDS, Tuberculosis and Malaria in number of countries in Asia, Africa, Europe, and Central Asia.The LFA is a crucial part of the Global Fund’s system of oversight and risk management. Its principal role is to provide informed and independent professional advice about the capacity of fund/grant recipients to manage the implementation of activities funded by grant funds (including the recipient’s capacity to oversee implementation of activities by implementing parties), to make recommendations concerning periodic disbursement of grant funds, to review grant performance when a grant is being considered for renewal, and to provide the donor with relevant information on issues or risks which might affect grant performance on an on-going basis. The Global Fund has adopted an intensive risk management approach to services with enhanced effort toward in-depth verifications and reporting. The identification of financial, governance and programmatic risks with ongoing updates shall be provided to the donor with special attention to the overall context of the relevant diseases and grant implementation in countries.

The Portfolio Support Officer reports to the Portfolio & Partnerships Manager of the Global Fund portfolio, ECR, and will be a key member of the portfolio management team delivering a range of implementation and advisory 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 Support Officer will focus on day-to-day management support activities, internal portfolio planning, implementation and coordination of GF LFA portfolio and other related activities, analysis of existing work streams, support client relationship management and follow up on portfolio specific work packages with internal and external stakeholders.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a truly diverse workforce. Female candidates are encouraged to apply.

1.     Portfolio development, planning and reporting

• Support in designing and formulation of the overall work-plan for GF/LFA portfolio, including setting of goals, targets and performance standards for the portfolio or distinct projects;
• Contribute to the preparation of detailed work plans for different work packages of the portfolio, including establishment of resource requirements and cost implications;
• Reflect agreements with the client in OneUNOPS through creation and regular amendments of engagements in UNOPS systems; prepare and review project budgets, budget revisions and forecasting of cash flows, in consultation with the appropriate parties;
• Under delegated authority, report to the partners and the supervisor on portfolio and/or project performance, ensuring consistency with both external requirements such as legal agreements and contractual obligations as well as UNOPS internal reporting.
• Manage client relations at authorized level to ensure constant responsiveness to client needs and monitoring of portfolio implementation progress and proactively address all issues arising.
• Alerts the Portfolio manager of any irregularities or deviation from portfolio/project delivery targets or UNOPS administrative rules and procedures.

2.     Portfolio management support and service delivery

• Actively work with the portfolio management team to coordinate and implement the different work streams; under supervision of Portfolio Manager, take independent and timely day-to-day administrative and operational decisions to meet delivery and performance objectives;
• Conduct regular in-depth review the operational aspects of the portfolio activities, and provide practical, result-oriented guidance and coordination in order to optimize workflows and standardized processes with regard to the partner needs and UNOPS administrative rules and procedures;
• Support in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;
• Under delegated authority assist the portfolio management team on HR, procurement and grant support services, ensuring upkeep of UNOPS’ credibility in delivering highly visible projects.
• Prepare, as required, terms of reference for contractors, subcontractors and consultants; run adequate procurement processes, and make recommendations for contract awards; help negotiate with successful bidders and prepare contracts and letters of agreement;
• Draft service, cooperation or project agreements with partners and donors for review by the Portfolio Manager, as well as project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS standards and procedures.
• Provide operational support to Global Fund portfolio resources based outside of Geneva, with particular attention to: administration of LFA offices and assets in countries; development and maintenance of effective asset management registers and tools; compliance with all UN and UNDSS security-related instructions and use of all other relevant mechanisms to ensure maximum level of security of portfolio personnel in countries; facilitation of visas for missions of consultants and coordination of travels;
• Processing travels, purchase orders, receipts and requests for payments according to established procedures and practice.
• Maintain accurate records, and develop optimal filing system (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient  document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
• Perform other related duties as required.

3.     Support in coordination and oversight of LFA project and activities

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• Support development of yearly budget in negotiation with the client and ensure that work orders are received and updated;
• Coordinate LFA services invoicing process with LFA in-country teams, UNOPS Geneva Finance Department and the GF LFA Cordination Team; Update the Global Fund LFA portal with, and in support to, LFA country Team Leaders and produce required progress reports on LFA invoicing;
• Monitor progress in the delivery against work orders, advising and guiding respective country teams on effectively carrying out all activities as agreed with the client. This includes reviewing/revising and clearing LFA country team prepared selected deliverables before official dispatch to the client;
• As requested by Portfolio Manager help coordinate the work of the LFA Team Leaders and Quality Assurance experts;
• Upon request of Portfolio Manager share any new guidance received from the Global Fund and provide technical assistance and backstopping to LFA country teams, ensuring cross-country collaboration for a coherent methodology of work across country teams and knowledge sharing;
• Undertake monitoring missions to visit teams in the field, both for administrative compliance and to ensure optimal delivery of services to the Global Fund; and
• Help identify, attract and retain experts suitable to the needs of the client and portfolio.

4.     Support in client relationship management, quality assurance and knowledge management

• Contribute to effective client relationship management and the development, set up and initiation of new projects and business lines;
• Contribute to the organization and client capacity building of high performance delivery by educating partners or portfolio personnel on UNOPS practices and procedures, as well as best management practices, as relevant ;
• Contribute to the development and use of quality assurance and monitoring tools within the portfolio, with a view to ensuring quality of services and meeting of targets.
• Capture portfolio, project or country level lessons learned and best practices; provide sound contributions to knowledge networks and communities of practice within UNOPS, as relevant;
• Ensure the necessary follow up of audit recommendations and their due implementation;
• Identification of sources of information related to policy-driven issues, funding landscape and operational matters.
• Develop and present information about UNOPS services, project concept notes and briefs promoting UNOPS capabilities in supporting partners’ needs.

Satisfaction of external clients with quality and timeliness of services provided

Satisfaction expressed by portfolio personnel with support and guidance received

Compliance with UNOPS and other relevant UN rules and procedures, under the guidance of the Portfolio Manager

Performance will be discussed with the Portfolio Manager and assessed on an ongoing basis, including but not limited to semi-annual and annual performance reviews.

Master’s degree or equivalent in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences or related field.

A Bachelor degree in the above-mentioned areas may be considered provided the candidate can justify two (2) additional years of experience.

Professional certifications in project management (such as Prince 2) are an asset.

Five years of relevant experience in project management (including, but not limited to operations, procurement and/or finance-related responsibilities).

Fluency in English is required.

Fluency in French or other UN language a strong advantage.

Experience demonstrating the following skills is required:

-           Project Management Support, including planning of activities/deliverables and coordination

-           Drafting of agreements and other administrative documents

-           Budget Management

-           Client Management in a results-based environment

-           Quality Control

-           Use of Reporting and financial systems, including knowledge of oneUNOPS ERP system

-           Record Management

Knowledge or previous experience in the following is desired:

-           Designing Monitoring Systems

-           Management or use of evidence based data and information

-           Experience managing electronic platforms and/or databases

UNOPS 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.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner 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 we can quickly respond to our partners' needs, while offering the benefits of economies of scale.