Project Support Officer

Effective and accurate financial resources management and oversight, focusing on achievement of the following results

• Provide oversight and control on recording financial transactions, expenditure tracking and use of financial resources, in accordance with UNOPS FRRs.
• Monitoring of the delivery and income of the portfolio; planning and adjustment of expenditures and communication with the UNDG Project Manager and the Senior finance advisor on the savings or potential concerns that may require further review. Analysis of trends and forecasting of income from projects and other sources.
• Continuous analysis and monitoring of the Programme’s financial position, presentation of actuals and forecasts, and provision of high-quality professional advice to the Senior Finance Advisor.
• Organization and oversight of UNDG’s cash management processes, including the management of operational advances, petty cash, proposing alternate payment options in countries with lack optimal banking infrastructure or countries with economic sanctions, accounting and reconciliation of all transactions. Proper control of the supporting documents for various financial transactions.
• Ensuring proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in the field. Ensuring proper maintenance of the Accounts Receivables for UNOPS projects and follow-up with partners on contributions and application of contributions received against the receivables. 
• Prepare and provide the UNDG management periodic reports on delivery and income of UNDG portfolios.

Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

• Ensures full compliance with the provisions of UNOPS FRRs, IPSAS, Organization Directives, Administrative Instructions and guidance notes in all financial transactions, recording, reporting, etc..
• Maintain oversight on projects, programmes and portfolios on compliance with internal control procedures and fiduciary standards for all financial and the related transactions.
• Proper planning and expenditure tracking, in accordance with UNOPS financial rules and regulations.
• Routine monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.
• Identification of problems in financial and administrative areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures.
• Maintain or upgrade the financial management maturity level at the UNDG Finance team in line with P3M3 methodology.
• Prepare and provide the UNDG management periodic reports on activities and transactions that did not comply with UNOPS FRR.

Provide implementation support to portfolio management, focusing on achievement of the following results:

• Support the project manager in the planning of financial resources of the portfolios, continuous analysis and monitoring of financial progress and presentation of forecasts for development and management of projects.
• Support the project manager in the analysis and elaboration of proposals on cost-saving and reduction strategies.
• Support portfolio teams in designing and formulation of portfolio work plan, setting goals, targets and performance.
• Support portfolio teams in engagement process in aspects of entering project data to oneUNOPS, ensuring the engagements are in line with pricing policy, finalization of funding agreements, etc..
• Coordinate with portfolio teams the preparation and consolidation of cash-flow forecast ensuring inputs are extracted from updated and approved cash-flow plans, activity plans and monitoring tools.
• Support the monitoring and advice to portfolio teams on projects financial status (including pending and approved budgets; contributions available for expenditure and contributions already expended).
• Provide support to the Project managers on procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement and standard of accountability, ethics, integrity and performance.
• Evaluate contractual arrangements and legal commitments/risks for appropriate action.
• Provide support in overseeing the efficiency and integrity of the procurement evaluation process to ensure cost effective procurement of goods and services.
• Evaluate, list, update and monitor the performance of the roster of service providers of suitable firms or institutions.

Ensures timely budget preparation and effective monitoring and control, focusing on achievement of the following results:

• Coordination of the preparation of the programme operating budget. Review of budget submissions, regular analysis and budget approvals.
• Review of budget proposals and costs estimates for reasonableness, consistency with the Programme implementation strategy and UNOPS established procedures.
• Review of project budgets and revisions to ensure compliance with established procedures and budgetary guidelines of the funding agency.
• Review and regular analysis and reporting on the budget approvals and the delivery situation.
• Monitoring of budget implementation, expenditure levels against budgeted allocations and determination/recommendation of reallocation of budget allocations when necessary.
• Monitoring of expenditures against budget allotments and advising Senior Finance Advisor on variances.
• Prepare and provide the UNDG management periodic reports on variances of expenditures against budget allotments.

Ensure provision of client financial reporting, focusing on achievement of the following results:

• Production of financial reports for UNDG projects in the formats meeting the reporting requirements of its clients.
• Maintenance of schedule of client reports and ensure timely reporting as specified in the project agreements.
• Design and production of any adhoc reports requested by clients.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results: 

• Organize and conduct training for operations/project staff on Finance.
• Synthesis of lessons learned and best practices in Finance.
• Sound contributions to knowledge networks and communities of practice.
• Lead the development and maintenance of the UNDG SOP on portfolio finance management.

Coordinate and manage the work plan of the UNDG Finance Team:

• Lead and supervise the work plan of the UNDG finance team.
• In coordination with Head of Support, establish team objectives, Key performance indicators and ensure effective and efficient performance.
• Plan and allocate resources to achieve goals and ensure the cost effective and appropriate use of resources in accordance with UNOPS standards of ethics, integrity and accountability framework.
• Continuous assessment of the performance and effectiveness of financial services and recommending changes and/or corrective actions in the team structure and/or finance operations to enhance and maintain effectiveness in changing environment.
• Guide and advise the UNDG finance team and field operation assistants in the area of finance.
• Act as the focal point to Finance group and Integrated Practice Advise and Support IPAS).
• Fostering a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
• Conduct, as secondary supervisor, the mid-term and year-end performance reviews of the UNDG finance team personnel.

Education

• A Master’s degree in a relevant field is required. Preferably in finance, accounting, auditing, or business administration.
• A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
• An audit/ accounting qualification like CA/ ACCA/ CMA would be a distinct advantage.

Experience

• A minimum of 5 years of progressively responsible experience covering at least Financial Management and/or Contract Management is required.
• 3 years experience providing financial management oversight and/or financial performance analytics for multiple large projects or programs is desirable.
• United Nations/UNOPS working experience is required.
• Knowledge of Procurement, Logistics/ Asset Management and Human Resources is desirable.
• Experience in managing compliance and audit is an asset.
• Knowledge of UNOPS procedures, processes, rules and regulations in the areas of Finance, and Procurement is desired.
• Experience and knowledge at both policy and operational levels with a variety of relevant UN funding and/or operational agencies, bilateral donors and international financing institutions is an asset.
• Experience in the usage of computers and in office software packages (MS Office 2013 and/or newer versions) is required.

Languages

• Fluency in English is essential (must be able to effectively communicate in both oral and written)

Certification

• An audit/accounting qualification like CA/ACCA/CMA would be a distinct advantage.
• PRINCE2 Foundation certification is required while PRINCE2 Practitioner certification desirable.

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. 

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.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

 ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Based in the New York, the UNOPS Development Group Cluster supports diverse partners with their peacebuilding, humanitarian and development operations. For example, within the United Nations Development Programme, the Cluster works with the Bureau for Policy and Programme Support and the Office of South-South Cooperation.

The cluster also supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations in the delivery of project management and implementation services

• 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.
• 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.