Job Highlight Empowering project success through operational excellence, data-driven insights, and seamless coordination.AboutAbout the Group Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.Role Purpose Under the supervision of the Project Manager, the Portfolio Associate provides a range of administrative services to the portfolio. The incumbent may take routine decisions on administrative actions based on established authority and guidelines.Functions / Key Results ExpectedProject Management/Administration Ensure that implemented activities are aligned with approved project agreements in terms of technical scope, engagement of resources, budget expenditure and agreed timeframe; Input and update of accurate data and information to facilitate effective delivery of the operations; Provide inputs to the Project's work, financial, recruitment and procurement plans as required; Contribute to development of Project's reports and analysis related to project activities; Establish and maintain project documents/files for easy retrieval of archive related to Project's activities; Contribute to identification, capturing, and assessment of risks/issues and implement mitigation measures in accordance with the Risk Management Strategy; Contribute to identification, capturing, and sharing of the Project's lessons learned and best practices; Draft reports as envisaged by the Project Document/legal agreement, while in particular considering progress against the Key Performance Indicators; Contribute to efficient and effective use of Project and UNOPS tools for monitoring of the Project's performance, outputs and benefits; Assist with administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery.Finance Prepare and handle submission process of budget creation and revision in required formats and in compliance with UNOPS requirements for internal approval, monitoring of funds availability; run budget reports including transactions details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (COPs, invoices, TECs), completeness of documentation submitted; Monitoring of payments and follow up when problems arise; Review of Request for Payments and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges; Help to review financial information with the concerned team, identify bottlenecks and corrective actions; Analysis of financial reports, investigation and preparation of adjustments as required; Create, import, review, correct and process journal entries in General Ledger. Review and run inquiries included in journal, ledgers, or accounting entries; Petty cash management including preparation, submission for approval, regular monitoring/reconciliation, and closure; Operational Advance management including preparation, submission for approval and closure. Travel/Procurement/Grants/HR Provide support with event logistics/coordination related to conferences, workshops and retreats. This will include collecting information for the planning phase and execution of related tasks for all events; Help analyze administration, travel, procurement and policies, assess the impact of changes and help management with their implementation. Continuous research of the matters related to service provision and partner requirements; Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items; Support in the management of project assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure; Provide guidance on administrative, financial and logistical activities of the projects; Assist in communication with colleagues on areas requiring verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process; Assist in the preparation and administration of calls for proposals, grant awards, and related contractual arrangements between UNOPS and its partners, in line with project requirements.Provide administrative support to calls for proposals in accordance with UNOPS rules and procedures, including receipt and filing of proposals, support to selection committees, and assistance in the preparation of evaluation documentation, as required.Support the timely and accurate processing of project requests to engage grantees and implementing partners.Assist in the preparation of grant agreements and support the processing of fund disbursements in line with approved project budgets and requirements.Support project teams in liaising with implementing partners to monitor grant implementation, flagging potential issues and risks, and supporting timely delivery of agreed outputs.Support the day-to-day administration of grant management activities, including tracking reports, processing partner registrations, and supporting payments, as required.Carry out activities related to procurement for various thresholds; With guidance from the support services team and the Project Manager, contribute to development of documentation needed for procurements, travel, and engagement of consultants; Identify potential service providers for standard supplies, maintenance, furniture etc. and maintain good relationships with existing ones; Support when required in travel activities and related processes including Travel Authorizations, Visas, Travel Expense Claims etc; Draft procurement awards, contracts, grant support agreements; Maintain contracts and grants tracking plan to review contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract; Register supplier details in the system and approval follow-ups; Enter Certificate of Payments for retainers/lump sum contractors and validate monthly payrolls; Liaise and resolve with relevant parties any payroll related issues;Support creation and maintenance of HR contract tracker; Perform backstopping role during the absence of Project Manager, under the overall supervision of a DSIP Project Manager and/or DSIP Senior Portfolio Manager; Perform other duties as may be reasonably required and in line with the incumbent's scope of services above. Education Requirements RequiredSecondary school (or equivalent) with a minimum of six (6) years of relevant experience; orFirst-level university degree (Bachelor's degree or equivalent with a minimum of two (2) years of relevant experience.RequirementsExperience Requirements Required:Relevant experience is defined as progressive experience in administration, finance, project support, and/or programme management.Proficiency in MS Excel and Word or G-sheets and G-Docs is required.Desired:Knowledge of OneUNOPS is desirable.Familiarity with UNOPS policies and procedures, especially with regard to travel, finance, procurement is desirable.Show more Show less