Purpose and Scope of Assignment
(Concise and detailed description of
activities...
Purpose and Scope of Assignment
(Concise and detailed description of
activities, tasks and responsibilities to be undertaken, including expected travel,
if applicable)
Under the direct supervision of the Senior
Portfolio Manager, International Waters Unit and in close collaboration with
other IW Team members the incumbent will perform the following duties related
to the Portfolio:
Portfolio Support
Management
Provide direct support to the Senior
Portfolio Manager with the administration and monitoring of all aspects of
portfolio management including procurement, financial, budgetary and
administration;
- Undertake with all aspects
of project administration including financial, budgetary and procurement;
- Initiate ATLAS actions where appropriate, and
forward directly to the Approving or Certifying Officer;
- Establish and maintain working files for
projects.
- Draft
for clearance by the Portfolio manager, authorizations to Country Offices
to undertake project-related activities and incur expenditures and/or
increase funds as necessary;
- Design and update charts and tables utilizing
graphic software; initiate, update and track computer-assisted processing of
financial, personnel or other categories of action.
- Use micro-computer packages for the
preparation of correspondence, reports, charts, graphics, tables, etc.
- Perform other related duties as
required.
HR
Undertake the following aspects of the
process related to HR including:
- Review to ensure compliance of HR
processes and records with UNOPS rules, regulations, policies and
strategies.
- Prepare recruitment process for all project
personnel under IWC.
- Provide training on a regular basis in UNOPS
HR procedures to project personnel.
- Administer Individual Contractor
Agreements (including GLOCON/ATLAS work) including leave monitoring
- Initiation, processing, monitoring,
review and follow-up on actions related to the administration of the
unit’s HR activities
Procurement/travel
Undertake all aspects of the process
related procurement, travel and workshop organizing, including:
- Preparation of solicitation documents in the
development of various tenders in terms of Request for Quotations (RFQ),
Invitation to Bid (ITB) and Request for Proposal (RFP).
- Giving training on a regular basis in UNOPS
travel procedures to project personnel.
- Drafting or reviewing requests for contract
awards for services/works/goods and associated amendments as required; as well
as drafting or reviewing of contracts for services/works/goods.
- Follow up with the business units of their
region to ensure that quarterly travel plans are provided to and assist the
business units in the preparation of the travel plans.
Finance/Budgets
- Processing
project related payments in accordance with UNOPS FRR and established
guidelines.
- Check
availability of funds, verify and forward Certification for
Payments/invoices from consultants/firms to the Payment Unit and follow up
on pending matters to ensure that prompt action is taken.
- Review
subcontractors invoices and check supporting documentation to ensure that
services provided and claimed are in conformity with the terms of the
contract then process payments.
- Communicate
with all parties from suppliers, to Project Managers and Assistants, other
colleagues at UNOPS HQ, or Regional Offices, and UNDP Treasury and Country
Offices to maintain and enhance service level to the programmes.