Background Information - PSC
Peace and Security Cluster
The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Director is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.
Under the direct supervision of the Portfolio Manager, the functional responsibilities of the Associate Portfolio Support Officer shall include, but are not limited to, the following:
Support in management of projects within his/her portfolio, including management of budget, implementation, and delivery of project objectives, to ensure that the Portfolio Manager is fully supported on implementation of projects within the Portfolio
- Prepare project budgets and their revisions in collaboration with project team, produce accurate delivery forecasting, review expenditures and provide timely advice to project team and client on delivery;
- Prepare and track the project timelines for the project, tracking delivery against project milestones, raising any change requests to necessary authorities;
- Monitor the reporting requirement of projects in the portfolio to the client, review and help to finalize project reports, and submit reports on time;
- Work with the Portfolio Manager, the Finance team in PSC as well as HQs to provide feedback and mutually agree on corrective actions for project budgets/expenditures, when required;
- Take responsibility for the Project Document Center for projects in the portfolio in order to ensure compliance and high quality documentation of project activities;
- Input and update of accurate data and information to facilitate monitoring and evaluation of project activities for Director, PSC;
- Monitor all new developments of policy, rules and tools in UNOPS in relation to budgetary and accounting system, particularly being affected by the introduction of IPSAS, and apply changes to project management, communicate changes to client and project team, in a timely manner;
- Communicate with colleagues on the project team on areas requiring verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process.
Support in management of human resources and procurement tasks in support of the Portfolio Manager:
- Assist in managing the recruitment process for positions as required in projects in the portfolio team, assist in preparing Terms of Reference, liaising with the HR support team, compiling written assessments, coordinating interviews, processing and submitting documents for recruitment awards;
- Assist in managing the procurement processes as required in projects under the portfolio, assist in preparing Terms of Reference/Statement of Works, drafting and managing the advertisement of Requests for Proposals and Initiations to Bid and Requests for Quotation where required; coordinate the evaluation process, and assist or manage submissions of awards to relevant Authorities;
- Advise admin/support personnel on creating the purchase orders for payment of contractors with the view of ensuring accurate accounting and budget planning.
- Support in collecting, compiling and/or reviewing the leave and travel plans of all staff and consultants for projects under the portfolio, ensuring their timely submission to necessary stakeholders;
- Support in collecting, compiling and/or reviewing all procurement plans and reports for the project(s) in the portfolio, ensuring their timely submission to necessary stakeholders;
- Keep up-to-date on all new development in human resources related policy, guidelines and tools, ensuring the appropriate interpretation of, and compliance with them in projects in the portfolio.
Support in management of compliance of project activities to UNOPS rules and regulations, particularly in the area of contracts and grants management as well as knowledge sharing and technical support, in support of the Portfolio Manager:
- Contribute to the preparation of contract documents and letters of agreement with institutions and UN agencies; administer contracts and agreements and process amendments, as required;
- Review and provide advice to the project team on grant evaluations, reviewing the documents prior to submission for award to ensure high quality of content and compliance with UNOPS grants management processes;
- Contribute to UNOPS capacity building in effective service delivery by focusing on learning, coaching and mentoring team members and field staff.
Support in upholding regular and professional client management and stakeholder communications together with the Portfolio Manager:
- Regularly liaise with field personnel raising areas of concerns, discussing project risks, delivery and project activities in support of the Portfolio Manager;
- Regularly communicate with clients for projects under the portfolio team and provide regular updates on project status and delivery against objectives and attend project reviews with client as required;
- Input and update accurate data and information to facilitate monitoring of the projects in the portfolio and provide this information to the Risk Management and Compliance Unit as well as provide communications and assurance information for PSC Management;
- Actively participate in Communities of Practice (CoP) and other knowledge sharing channels across UNOPS operations worldwide.
- The key results will impact the successful implementation and timely delivery of high quality projects in line with UNOPS rules and regulations and the result that the Portfolio Manager supervising this individual is fully supported in his/her work.
Education: A first-level university degree (bachelor or equivalent) in Public Administration, International Relations, Business Administration, Finance, Procurement, Human Resources, Law or other relevant field with two years of relevant experience.
- Relevant experience is defined as experience in one or more of the following areas: project management, finance, procurement, or human resources
- Fluency in English is required (reading, writing, speaking).