United Nations Office for Project Services (UNOPS)

Senior Associate (Project Management Support - Fund Management)

United Nations Office for Project Services (UNOPS)

Job Description

  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 - Job-specific The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives. ​​​​​​ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas. ​​​​​​A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the Design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase. The Secretariat will work in close cooperation with the SC, the Advisory Committee and the Fund Manager, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations. Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure: Functional Responsibilities Reporting to the Fund Manager, the incumbent assists with grants and Contract Management in successful financial management, adhering to fund management and project management methods and strategies, reducing risks and improving success rates. Under the general guidance and supervision of the Fund Manager Management Specialist, the Senior Project Associate’s responsibilities include the following: 1. Project implementation
  1. Preparation and maintenance of project files, including internal and external project reports.

  2. Assist in management of information flows and oversee change controls, risk registers and issue management by establishing oversight procedures.

  3. Assist in management of assigned delivery of work packages and take responsibility for progress.

  4. Coordinate and liaise with the Fund Manager on the implementation progress.

  5. Working with the Fund Manager, identify and inform on deviations from the plan, and assist in identifying and managing risks and update plans as needed.

  6. Provide support on contract management.

  7. Support to prepare monthly compliance reports and quarterly review reports.

  8. Alert the Fund Manager of any contract deviations and propose corrective measures where necessary. Provision of assistance in discussing/negotiation fee/cost as required.

  9. Prepare annual activity-based budgets in collaboration with the Director, Fund Manager and Programme Manager.

  10. In close collaboration of respective finance units from implementing partners, prepare periodic and ad-hoc budget utilization reports and lead preparation of cash flow forecasts.

  11. Timely preparation of grant awards requests, drafting of grant agreements and amendments thereof, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations.

2. Project monitoring and reporting
  1. Provide substantive inputs to assist the Fund Manager in the preparation of project reports and documents, maintaining records and project Management Systems and tools. (Project risk matrix, issue log, lessons identified and learned, Contract Management System)

  2. Support the Fund Manager in maintaining the project document storage system.

  3. Prepare initial draft of project reports and presentations for the Fund Manager.

  4. Ensure the follow up of assigned action points with contractor and IP.

  5. Strengthen the operational risk management and internal control processes of the Fund Management Office especially in areas related to grant/contract management.

  6. Monitoring budgets in grant proposals and verification of their consistency with prevailing market rates.

  7. Verifications of reporting requirements and ensuring adherence to those requirements.

  8. Review of payment requests and supervise processing payments based on the agreed payment schedules.

  9. Contributing to the Coordination and follow up on the audits of Implementing Partners (IP).

  10. Manage Call for Proposals and EAC submissions

3. Stakeholder management, coordination and liaison
  1. Support the coordination and management of communications with Contractor and IP.

  2. When required, and in meetings, promote relationships with other stakeholders for the purposes of facilitating activities and improving the quality and relevance of information Analysis.

  3. Participate in meetings as part of the ETP Project team with Stakeholders as required.

4. Knowledge management and innovation
  1. Support the compilation of issues, risks and lessons learned as per defined reporting format.

  2. Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

  3. Contribute to expertise in tools and techniques.

Competencies Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements Education:
  • High School Diploma is required. Advanced University Degree (Master’s Degree or equivalent) or First Level University Degree (Bachelor’s Degree or equivalent) in Business Administration, Logistics, Emergency Management, International Relations or other relevant will be an asset and may substitute some of the required years of experience.

Experience:
  • Minimum seven (7) years of experience in the field of Programme management, Project management or Operations Management with focus on monitoring, reporting, development and coordination.

  • Proficiency in computers and office software packages (G-Suite) and experience in handling web-based management systems is preferred.

  • Experience in professional text and document drafting in English.

  • Experience in compiling narratives from a wide range of information and reports is desired.

  • Knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations is desired.

Language:
  • Fluency in English is required. Working knowledge of another, official UN language is desirable.

Contract type, level and duration Contract type: ICA Contract level: LICA-7 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. Additional Considerations
  • 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.

  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.

  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post

  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.

  • 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. The position is based in a family duty station.
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