AMERICA REGIONAL OFFICE
its partners in the United Nations system meet the world’s needs for building
peace, recovering from disaster, and creating sustainable development . UNOPS
is known for its ability to implement complex projects in all types of
environments around the globe. In an effort to promote organizational
excellence, UNOPS seeks highly qualified individuals for the following post:
The UNOPS
Mine Action Cluster (MAC) within the North America Office (NAO) 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 Cluster 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 Cluster Chief who has the overall
authority and accountability for the performance of the Mine Action Cluster on
behalf of its clients.
Duties and
Responsibilities
Organizational
Context
the guidance and supervision of Chief, Mine Action Cluster, North America
Office, Associate Portfolio Support Officer is responsible for updating the
Mine Action Cluster with all new policy and tools, providing the timely advices
on them to Mine Action Cluster, contributing to development of a better
organization and process in Mine Action Cluster to the achieve higher quality
and efficient service delivery for projects under Mine Action Cluster, and
providing administrative assistance to Mine Action Cluster as clearly defined
by Chief, Mine Action Cluster. In performing her/his work, Associate Portfolio
Support Officer works with minimal supervision and promotes a client, quality
and resultsoriented approach. Associate Portfolio Support Officer reports to
Chief, Mine Action Cluster and works in close collaboration with UNOPS NAO
staff as well as UNOPS HQs to exchange information and ensure consistent
service delivery.
NORTH
AMERICA REGIONAL OFFICE II.
Functions
/ Key Results Expected Summary of Key Functions:
- d) Budgetary and Accounting
support to Mine Action Cluster Human Resource and Procurement support to
Mine Action Cluster Administrative support to Mine Action Cluster Support
to knowledge building and knowledge sharing in Mine Action Cluster
budgetary and accounting support to Mine Action Cluster focusing on achievement
of the following results:
Monitoring
and review of status of budgetary allocation and expenditures and maintaining
the overview of the consolidated performance in Mine Action Cluster on an
ongoing basis.
Continuous networking with finance in North
America Office as well as HQs to provide feedback and mutually agree on
corrective actions, when required.
Maintaining
the consolidated cash-flow projection in Mine Action Cluster and providing the
timely advices to portfolio teams through Chief, Mine Action Cluster.
Monitoring
the UNOPS Dashboard and providing the constant update to Chief, Mine Action
Cluster.
Monitoring
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 providing the timely update to portfolio teams
through Chief, Mine Action Cluster.
Monitoring
the reporting requirement of all Financial Agreements to the client, keeping
track of the submission of such reports, and providing the timely advice to the
portfolio teams as well as Regional Finance Management team.
Review
the UNOPS Dashboard, produce expenditure reports and recognize incomplete or
wrong transactions such as vouchers with matching errors.
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.
efficient and effective human resources and procurement support through the
following:
Constantly
learning all new development in human resources related policy, guidelines and
tools, ensuring the appropriate interpretation of, and compliance with them in
Mine Action Cluster in close consultation with NAO/HR.
Preparation
of recruitment and extension of staff in Mine Action Cluster; this includes:
developing
and/or revising TOR in consultation with NAO/HR, scheduling the written
assignment and interview, consolidating the required documents and information
for the ASB submission, drafting an RPA for Chief, Mine Action Cluster.
Identification
of consultants/experts, initiation of recruitment and preparation of TOR.
Processing
of all administrative requirements, including preparation of an award document
and a contract through GLOCON, and undertaking recruitment action and
following-up to completion in collaboration with Regional HR Practice Group.
Preparing
the purchase order for the fee payment to consultants through ATLAS, ensuring
the timely submission of COP, and keeping track of the expenditure for
consultants.
Monitoring the payroll expenditure and
providing the update to Chief, Mine Action Cluster.
Maintaining
the leave and mission plan and record of all staff and consultants in Mine
Action Cluster.
Maintaining
the personnel record for all staff and consultants in Mine Action Cluster.
Providing
inputs for the preparation of procurement plans of Mine Action cluster.
Initiation
of procurement of goods or services for Mine Action Cluster by requesting
quotations,
NORTH
AMERICA REGIONAL OFFICE examining cost estimates, evaluating cost effectiveness
and compliance with provisions contained in the UNOPS Procurement Manual and
related guidelines. Active follow-up from procurement to delivery. Preparation
of purchase orders and contracts for Mine Action Cluster in and outside ATLAS,
preparation of recurring purchase orders for contracting of services, vendor creation
in ATLAS, maintenance of the filing system for procurement in Mine Action
Cluster, including the buyers profile in ATLAS, copies of DOAs in Mine Action
Cluster, vendors’ list, the registration and inventory of procured items,
electronic and hard copies of contracts.
- Ensure efficient and effective
planning, administration and management of Mine Action Cluster, focusing
on achievement of the following results: Organizational development, human
resources planning and process rationalization of Mine Action Cluster in
the changing business environment. Collaboration in the management of all
aspects of project implementation and service delivery in full compliance
with UNOPS rules and regulations . Monitoring progress for all
projects/service agreements under Mine Action Cluster, anticipating
operational and budgetary issues and advising Chief, Mine Action Cluster
for pre-emptive actions. Monitoring the expenditure of Administrative
Budget for Mine Action Cluster, and providing the timely advice to Chief,
Mine Action Cluster. Administrative arrangements (e.g. funding, logistics)
for training, study tours and conference, evaluating relevance of event
with project objectives and review of nominations. Prepare a travel
arrangement for Chief, Mine Action Cluster, including flight and
accommodation booking, creation of a purchase order, drafting of TA and
TAR, preparation of F10 at the end of travel, and payment completion in
collaboration with finance. Review TAs of staff and consultants of Mine
Action Cluster for Chief’s authorization in terms of funding, operational
requirement and objectives of mission. Preparation of briefing materials
for Chief, Mine Action Cluster as required for mission travel and/or
discussion on project activities . - Contributes to knowledge
building and knowledge sharing, focusing on achievement of the following
results: Maintaining the updated knowledge of all new development in
policy and tools in UNOPS HQs and constantly updating colleagues in Mine
Action Cluster. training of colleagues on the new policy and tools and
providing the feedback to regional practice advisors. Input and update of
accurate data and information to facilitate monitoring and evaluation of
project activities for Chief, Mine Action Cluster. Use of technology and
electronic systems and tools to initiate work, share information with
colleagues and clients as advised by Chief, Mine Action Cluster.
Participation in the trainings for Procurement, Legal, Project Management
, and Human Resources Management . - Any other duties as instructed
by Chief, Mine Action Cluster. III. Impact of Results The key results have
an impact on the overall execution of the administrative and financial
services to UNOPS projects under Mine Action Cluster in terms of quality
and accuracy of work completed. Accurate and properly documented records
enhance UNOPS capability in operations management.
NORTH
AMERICA REGIONAL OFFICE
Required
Selection Criteria Competencies
Strong
planning and organization skills.
Strong
client and service orientation.
Ability
to work with accuracy under pressure and with minimum supervision.
Keen
attention to detail.
Pro-active
work style and excellent follow-up skills
Demonstrate
team behavior and a high degree of professional and personal ethics,
transparency and openness to encourage respect and similar behavior from
colleagues in the workplace.
Good
interpersonal skills and strong ability to work in a team.
Strong
knowledge of IT packages, especially Word and Excel.
Good
drafting skills.
Knowledge
of ERP (PeopleSoft) systems desired.
Education/Experience/Language
A
master’s degree in Public Administration , International Relations, Business
Administration, Law or equivalent with the minimum 1 year of progressively
responsible experience in the related areas of work, or a first university
degree in the above major with the minimum 3 years of work experience in the
related areas are required.
Additional
training in administrative, accounting, human resources management, business
practices an asset.
Experience
in human resources management involving international and national project staff,
budget management, accounting (strong orientation and experience in handling
figures), and procurement works desirable.
Good
knowledge of UN/UNOPS policies and procedures, especially with regard to
budgeting, accounting, human resources management and procurement desirable.
Good
computer skills, including MS Word, Excel, Power Point and databases required.
Experience
in ATLAS or any other ERP an asset.
Fluency
in oral and written English required.
Knowledge
of another UN official language an asset.
Submission
of Applications
Qualified
candidates may submit their application, including a letter of interest,
complete Curriculum Vitae and an updated United Nations Personal History Form
(P.11) English Version or French Version, via email to naojobs@unops.org .
Kindly
indicate the vacancy number and the post title in the subject line when
applying by email.
Additional
Considerations
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
reserves the right to appoint a candidate at a level below the advertised level
of the post.
For more
information on UNOPS, including its core values and competencies, please visit
the UNOPS website at www.unops.org
Date: Monday, 09 January 2012
