Fund Management and Procurement Officer

This opening expired 1 year ago. Do not try to apply for this job.

UNOPS - United Nations Office for Project Services

Open positions at UNOPS
Logo of UNOPS

Application deadline 1 year ago: Monday 12 Dec 2022 at 23:59 UTC

Open application form

Contract

This is a LICA Specialist-9 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Job-specific

Organisational Context:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment.

The Fund Management and Procurement Officer will function under the overall supervision of the Project Manager in the Project Management Unit (PMU) based in Dili, Timor-Leste for the GCF- funded “Enhancing Early Warning Systems to build greater resilience to hydro meteorological hazards in Timor Leste” project. The officer will be responsible for overseeing the general administration of the PMU, financial management and budgeting, and procurement in line with the approved Project Cooperation Agreements and Funded Activity Agreement.

The Fund Management and Procurement Officer will co-ordinates all actions required for the effective implementation of technical co-operation projects by:

  • monitoring project implementation at all stages, including the analysis of implementation difficulties and initiating remedial action;
  • preparing and/or reviewing documents and revising as required;
  • requesting actions for recruitment of experts and placement of fellowships and ensuring satisfactory and expeditious completion of action;
  • reviewing requisitions for procurement of equipment with substantive offices and following up on the status of purchase and delivery;
  • preparing and/or reviewing various project reports, i.e. periodic progress reports, technical contractors' agency terminal reports, and, as requested, project status reports, fiscal reports and briefing notes;
  • arranging for the completion of projects and ensuring all documents and books are finalized

And the Fund Management and Procurement Officer will assist the Project Manager in administering the daily operations of the PMU by:

  • reviewing incoming correspondence, documents, and transactions, forwarding to appropriate unit, ensuring prompt action is taken, and following up on the status;
  • reviewing and approving documents, correspondence and authorization prepared by staff to ensure consistency in the application of rules and regulations;
  • reviewing in detail the most complex cases and recommending disposition;
  • acting as certifying officer and certifying non-routine obligating documents and authorizations;
  • investigating and preparing all documentation for responses to auditors

Project Information:

The project “Enhancing Early Warning Systems to build greater resilience to hydro meteorological hazards in Timor Leste” was approved by the Green Climate Fund Board in October 2021, with a total budget of USD 21.7 million. The United Nations Environment Programme serves as the Accredited Entity for the project. Activities will be executed by the State of Timor-Leste through the Secretary State for the Environment (SSE) and UNEP. The project will be implemented across five years and aims to deliver transformative impact to the entire population of Timor-Leste, including

1.03 million as direct beneficiaries (80% of the population), directly contributing to the attainment of selected targets and indicators of Article 7 of the Paris Agreement, Sustainable Development Goal (SDG) 13 on Climate Action, SDG 3 on Good Health and Well-Being and the Sendai Framework for Disaster Risk Reduction.

The project will address the urgent need for integrated and end-to-end climate information services and multi-hazard early warning systems (MHEWS) through comprehensive institutional, technical and technological capacity building from national to local level to generate and disseminate robust climate data and information at all stages of the climate services value chain. This will be achieved through four inter-related components – the Project Results:

Result 1. Strengthened delivery model and legislation for climate information and multi-hazard early warning services;

Activity 1.1 Establish institutional and policy frameworks, legislation and delivery models for climate services

Result 2. Strengthened observations, monitoring, analysis and forecasting of climate and its impacts;

Activity 2.1 Enhance infrastructure and technical support for observations and monitoring

Activity 2.2 Strengthen climate modelling and impact-based forecasting

Activity 2.3 Establish climate services for health

Result 3. Improved dissemination and communication of risk information and early warning;

Activity 3.1 Establish targeted multi-hazard early warning information systems

Result 4. Enhanced climate risk management capacity.

Activity 4.1 Build capacity to prepare for and respond to climate risks and hazards

Activity 4.2 Establish Forecast-based Financing (FbF)

Local Context:

Timor-Leste is a Least Developed Country (LDC) and a Small Island Developing State (SIDS) whose infrastructure and governmental systems were devastated by a 25-year war of independence. Timor-Leste is highly vulnerable to both extreme climate and slow-onset events, with very limited capacity to prepare for and recover from climate impacts. As these events increase in frequency and intensity, Timor-Leste needs accurate, timely and actionable information and early warnings on local weather, water, climate and ocean conditions and related risks to human and environmental health.

Functional Responsibilities

  1. Financial Management and Budgeting
  2. Procurement
  3. General Administration
  4. Monitoring, Evaluation, and reporting

1. Financial Management and Budgeting

  • Assist in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
  • Monitor budget/work program with respect to the GCF Project budget and related grants, on a regular basis, reallocates resources as necessary and assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
  • Manage programme financial resources through planning, guiding, controlling of the resources. Preparation and monitoring of programme/projects budgets.
  • Prepare and update the programme/projects budget revisions and cost projections.
  • Support the implementation of procedures and systems for implementing the appropriate financial database.
  • Contribute to the development of budgetary guidelines for the project.
  • Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.
  • Manage expenditures against the budget (based on accurate financial reports)
  • Ensure that the operational budget and related financial reports are provided in a timely manner and when required.
  • Ensure that recurring budget and related financial reports as scheduled and special reports as required for budget preparation, audits or other reasons are provided in a timely manner.
  • Act as certifying officer within delegated authority for the designated GCF project and ensures effective and efficient use of project resources.
  • Conduct various analyses to ensure proper tracking of budgets based on agreements.
  • Participation in the project audit, control on the follow up.
  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users in different project sites.
  • Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.
  • Entering records in the asset control database (system) if applicable.
  • Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data.
  • Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system/database.
  • Prepare, certify and submit of inventory reports in a timely manner.
  • Consolidate and prepare summary statements for inclusion in the financial statements.

2. Procurement

  • Comply with the UN Procurement Manual
  • Manage implementation of all procurement plans attached to the Project Cooperation Agreements with the Executing Entities and Technical Partners
  • Provide support to Executing Entities and Technical Partners in conducting procurement packages in line with the UN Procurement Manual and policies
  • Follow all procurement initiatives: requests for proposals, requests for quotations, interests to bid, requests for applications, and monitor contracting.
  • Submit all procurement documents to the UNEP task manager and procurement specialist

3. General Administration

  • Undertake actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures
  • Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations
  • Provide information on unit’s staffing needs for inclusion in department’s staffing table
  • Supervise support staff as required
  • Perform other related administrative duties, as required (e.g. operational travel programme, monitoring accounts and payment to endors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).
  • Perform other duties as assigned

4. Monitoring and Reporting

  • Monitoring, Evaluation, and reporting
  • Prepare and issue regular project and/or financial reports in accordance with Partners and UNEP/GCF requirements for reporting as outlined in the Project Cooperation Agreements and Funded Activity Agreement.
  • Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
  • Maintain diaries and progress reports as required by the organization’s standard procedures

Impact of Results

The Fund Management and Procurement Officer directly impacts on achievement of project results by coordinating all actions required for the effective implementation of the project by monitoring project implementation at all stages, including the analysis of implementation difficulties and initiating remedial action, preparing and/or reviewing documents and revising as required, requesting actions for recruitment of experts and placement of fellowships and ensuring satisfactory and expeditious completion of action, reviewing requisitions for procurement of equipment with substantive offices and following up on the status of purchase and delivery, preparing and/or reviewing various project reports, and arranging for the completion of the project and ensuring all documents and books are finalized. This consequently reinforces the visibility and image of UNEP as an effective Executing Entity and Accredited Entity in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Competencies

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:

  • Master’s degree (or equivalent) in business or public administration, finance, accounting, law, or a related field.
  • A first-level university degree in combination with two (2) additional years of relevant experience may be accepted in lieu of an advanced university degree.

Experience:

  • A minimum of two years of progressively responsible experience in administration, finance, accounting, procurement, human resources management, or related area. Working experience with ERP systems is desirable.

Language:

  • Fluency in English is required.

Contract type, level and duration

  1. Contract type: LICA
  2. Contract level: ICS 9 / LICA 9
  3. Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

The position is open for application only for Timor-Leste nationals or with valid residence.

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.
  • UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
  • 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.
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • 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.
Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org