Portfolio Analyst (Procurement Focus)

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - Job-specific

Based in Geneva, Switzerland, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices in the region, providing management and financial/programmatic oversight of Global and Country specific Portfolios, Clusters and Operations Centres including hosting services, fund management, management advisory services, implementing projects, procuring goods and services and managing human resources.

The Portfolio Analyst will work as a member of the WASH Portfolio Management Team (PMT) responsible for delivering an agreed set of tailored functions and services to meet the business needs of various projects under the WASH Portfolio, with functional focus on procurement and client/project focus on GELI . The Portfolio Analyst will report directly to the Senior Portfolio Manager as the team leader for the WASH PMT.

The current position is part of the WASH PMT structure. The limited duration (4 months) is due to the ongoing functional review of the Geneva office, expected to be finalized in Q2/2021. Subject to the outcome of the functional review, this or a similar position may be confirmed in due course. While the incumbent will not be automatically extended he/she may apply for such position after this interim assignment is completed, however, without prejudice to its outcome.

Functional Responsibilities

Functional Support – Procurement

• Provide operational support to meet the business needs of the hosted entities/projects under the WASH portfolio, with special focus on GELI , by delivering an agreed set of project support services in the areas of human resources, procurement, travel, financial transactions and grants.
• Act as the designated procurement focal person within WASH. This includes the preparation of quarterly procurement plans and to conduct procurement processes for contracts with firms following standard UNOPS rules and procedures. Liaise and provide support to hosted entities/project counterparts in order to promote efficiency, transparency, value for money and consistency in obtaining goods and services.
• Monitor and apply all new developments of UNOPS policies, rules and tools with focus on procurement. Communicate relevant changes to the hosted entities/projects under the WASH portfolio, with special focus on GELI in a timely way and provide any support required with implementation.
• Contribute to concerted efforts undertaken by the Geneva office and hosted entities/projects under the WASH portfolio to mainstream ‘evidence-based procurement’ practices and conditions (Sustainability, Inclusivity; Resilience) .

Transactional / Admin and other Support Tasks:

• Process a range of workflow transactions in the OneUNOPS ERP system ensuring speed, accuracy, quality and consistency.
• Ensure all documents and records for hosted entities/projects under the WASH/ UP portfolio are filed systematically and consistently according to an agreed Information Management framework to facilitate teamwork and back-up support.
• Support the preparation of reports, data, assurance workflows etc. according to reporting requirements, with special focus on GELI. This includes review expenditures to ensure accuracy of records, flag and follow up to resolve any anomalies on project budgets or expenditure, liaising closely with PMT Finance Analyst and keeping the hosted entities/projects informed.
• Support the analysis of data related to procurement, travel, HR administration, and grants. Compile statistical information and prepare charts and graphs for management use to track trends quarterly and/or annually.
• Execute specific tasks related to recording and monitoring commitments and engagement details in oneUNOPS and oneUNOPSprojects. This can include processing disbursements, recovering unspent balances, in accordance with project requirements.
• Process travel requests and expense claims for hosted entities/project personnel and handle travel arrangements for meeting participants, if and where needed.
• In consultation with PMT Finance Analyst reconcile petty cash transactions and replenish as necessary.
• In consultation with PMT Finance Analyst support regular review of accounts to ensure records are accurate and commitments closed out in a timely way to facilitate project closures and prepare the financial year closure exercise.
• Provide support to hosted entities/projects under the WASH portfolio, with special focus on GELI for project closures and settle any unspent balances with the donor.
• Provide auditors with information and access to systems as required.

Teamwork (Geneva procurement group/ PMT) and client relations

• Prioritise and organise work to ensure services required are delivered to high standards of effectiveness and efficiency. Provide practical, solution-oriented follow-up and support to needs by hosted entities/projects under the WASH portfolio, with special focus on GELI , ensuring compliance with UNOPS policies and procedures.
• Collaborate with and backstop procurement practitioners as part of functional group across Geneva office. Contribute to effective teamwork and workflow management, propose and implement ideas that will improve the efficiency of the Portfolio Management Team and Geneva office procurement functional support through optimisation of the workflow and standardisation of processes.
• Maintain high quality and strong client-focus interactions with the hosted entities/projects under the WASH portfolio, with special focus on GELI at all times. Provide clear and regular updates on progress to deliver the support services required.

UNOPS corporate requirements and reporting

• Prepare and provide support as required to specific actions undertaken by the Portfolio Management Team and procurement functional group on corporate requirements and reporting e.g. quality assurance, annual results-based reporting, asset management and greenhouse gas reporting.
• Provide support in relation to safety and security issues, and other ad hoc requests as required.

Education/Experience/Language requirements

Education

• Advanced university degree (Master’s degree or equivalent) in business administration, public administration, international relations, economics or a related field is required.
• A bachelor’s degree with a combination of two additional years of relevant experience may be accepted in lieu of the master’s degree.

Experience

• At least two year of experience in operations and support services with special focus on procurement, budgeting, finance, accounting, human resources or related fields is required,
• Demonstrated knowledge and relevant experience with UNOPS policies and procedures related to procurement is highly desired.
• Experience handling/supporting various service functions incl. human resources (including recruitment), travel, budgeting, grant management, financial monitoring and reporting, administration of contracts in a UN/UNOPS context would be a distinct advantage.
• Proven capacity to handle a high volume and diverse range of support services, with focus on procurement, within strict deadlines and to high quality standards is desirable.
• Strong numeric skills, general ease in handling large volumes of information and managing data in an ERP system and ability to present information clearly and succinctly is desirable.
• Proficiency in the use of all google platforms/tools but also knowledge of Microsoft Office Suite (Word, Outlook, Powerpoint, Excel) is desirable.
• Experience with OneUNOPS ERP and OneUNOPSproject systems is strong asset.

Language

Fluency in English is required.

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. 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.

Contract type, level and duration

• Contract type: Individual Contractor Agreement (ICA).
• Contract level: International ICA Specialist Level 1
• Contract duration: 4 months (this is an interim contract duration. A longer term is subject to the outcome of an office Functional Review.)

Note that this contract is subject to Swiss national laws including but not limited to social security, mandatory health and accident insurance, and taxation.

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

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 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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.