Portfolio Management Specialist

Contract

This is a ICS-10 contract. This kind of contract is known as International Civil Service. It usually requires 5 years of experience, depending on education. More about ICS-10 contracts.

Background Information - PSC

Peace and Security Cluster

The Peace and Security Cluster (PSC) is a team within the New York Portfolios Office, responsible for over 20 years, UNOPS Peace and Security Cluster (PSC) has provided portfolio and project management services in the area of the delivery of gender responsive humanitarian mine action and explosive risk reduction services. PSC has more than 20 years experience within this field and currently operates Project Units in 21 countries and territories. hazards, that are reinforced by comprehensive management and oversight controls. The PSC [Country] Project Unit operates as an integral part of the UNOPS Peace and Security Cluster structure. Each Project Unit is directed and managed by a Head of Project Unit (HPU).

Background Information - Job-specific

The Portfolio Management Specialist is a critical position within the Peace and Security Cluster (PSC) New York-based hub. The position works closely with the HPU. It is a central function which brings various elements together (financial management, procurement and contract management, human resources, asset management etc.) to coordinate, plan and manage projects.

The Portfolio Management Specialist supports the HPU in the day-to-day operations of the project(s) and provides services to the different donors, partners and beneficiaries. The main responsibility of a Portfolio Management Specialist is to ensure, in coordination with the HPU, that the project outputs are delivered within the specified project tolerances of time, cost, quality, scope, risk and benefits. He/she is expected to meet the organization’s performance and delivery goals.

The Portfolio Management Specialist is responsible for ensuring the Implementation Plan is fit-for-purpose, using the Legal Agreement and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project(s) outputs are capable of meeting the business cases for both UNOPS and the partner(s).

Functional Responsibilities

Reporting to the Head of Programme, the Portfolio Management Specialist is responsible for carrying out the following tasks:

1. Project Delivery and Performance

   2. Procedures
   3. Monitoring and reporting
   4. Stakeholder engagement
   5. Quality assurance
   6. Knowledge management and innovation
   7. Personnel management

   1. Project Delivery and Performance

• In coordination with the HPU, develop, complete, and update implementation plan(s)

• In coordination with the HPU, implement the approved plan (including the establishment of milestones) within tolerances set in legal agreements

• In coordination with the HPU, embed sustainability dimensions, including social and gender inclusion, and environmental and economic aspects into project life span
• Support the HPU in managing the production of the required outputs, and support the HPU in taking responsibility for overall progress and use of resources and initiating corrective action where necessary
• In coordination with the HPU, ensure that quality of deliverables complies with the quality requirements defined in the Implementation Plan
• Liaise with any external suppliers or account managers
• Monitor project progress, ensuring that deliverables are being executed properly
• Control project changes
• Accept goods, services, or works delivered by suppliers (if applicable)
• Lead contract management duties, including supplier performance evaluation (if applicable)
• Act as the Employer’s Representative within the FIDIC works contracts (if applicable)
• Identify and anticipate in a timely manner potential risks and issues and advises mitigating measures to the Project Executive so that maximum benefit to partner(s) and other stakeholders is achieved

• Identify and report to the supervisor potential project opportunities for UNOPS

  2. Procedures

• Comply with all organizational policies and specifically the Project Management Manual

• Prepare/adapt all relevant plans for approval by the Project Executive
• Manage the reporting obligations defined in the Legal Agreement(s) and in the Implementation Plan
• Support the HPU and other team members to draft the requirements definitions for procurement processes. Approving requisitions and requests for non-purchase order payments; evaluating submissions received, if appointed to the evaluation team
• In coordination with the HPU, ensure maintenance of the project files and lessons learned are recorded
• Ensure the development and implementation of project financial management guidelines and control mechanisms in conformity with UNOPS rules and regulations.
• Manage budgets, cash flow, and obligations to ensure deliverables are met and payments to contractors and personnel are received on time.
• Understand and manage UNOPS indirect costs and shared direct costs, and related corporate charges as they apply to the project
• Understand the unique structures of the UN and budget appropriately for personnel
• Manage expenditures against the budget (based on accurate financial reports)
• Act as committing officer and monitor and instruct/request others to carry out the relevant commitments and disbursements.
• For project closure purposes, provide a formal handover of the project to the closure manager

• Support project audit activities, including planning, preparation, and coordination during the audits and follow up on audit observations/recommendations

  3. Monitoring and reporting

• Prepare and issue regular project and/or financial reports in accordance with Partner and UNOPS requirements for reporting
• 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
• Provide routine oversight and analysis of delivery data within the dashboard system

• Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span

  4. Stakeholder engagement

• In coordination with the HPU, develop stakeholder profiles and facilitate the formulation of stakeholder engagement strategies

• Establish solid working relationships with the HPU (and his/her team) and Project Board (Executive, Senior Users and Senior Suppliers), client and key stakeholders
• Enable the formulation of project communications plans. Coordinate internal project communications. Monitor the effectiveness of project communications

• Coordinate stakeholder engagement and communication, ensuring effective timing and interdependency management of communications. Ensure stakeholders are aware of project activities, progress, and exceptions and are in a position to accept handover outputs

  5. Quality assurance

• Work with internal stakeholders to ensure projects comply with audit requirements

• Work with procurement/purchasing staff to ensure effective interface with suppliers' quality systems
• Coordinate quality reviews of project documents and deliverables

• Provide quality control for management outputs (project documents, reports, etc.)

  6. Knowledge management and innovation

• Encourage routine and effective capacity building activities are conducted to build the long-term and sustainable capacity of staff

• Actively interact with other PortfolioManagement Specialists and the wider PM community to share case studies, lessons learned, and best practices
• Contribute to the oversight of lessons learned procedures, ensuring that lessons learned are shared timely and appropriate manner. Participate in the relevant Communities of Practice
• Research and logging of lessons learned throughout the project life span

• Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies

  7. Personnel Management (if applicable)

• Lead and motivate the PSC NY portfolio management team

• Ensure that behavioral expectations of team members are established
• Ensure that performance reviews are conducted fairly, accurately, and timely
• Select, recruit and train team as required, and take into account gender parity and diversity objectives.
• Support the HPU in ensuring safety and security for all project personnel and comply with UNDSS standards

• Create, foster, and role model a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment, sexual exploitation, and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards, and commitments.

  Impact of Results Portfolio Management Specialist directly impacts on achievement of project results by adhering to project management methods and strategies, reducing risks, cutting costs, and improving success rates. This consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. 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 - Advanced University Degree (master or equivalent) with 5 years of relevant experience

OR - First-level university degree (bachelor or equivalent) with 7 years of relevant experience

Experience - Relevant experience is defined as experience in portfolio management, programme management, project development, or project management - Experience working internationally with a NGO or a private sector is desirable - Some exposure to financial or accounting operations is desirable

(A note on "desirables": these are nice to have, but if you don't have them that's ok too - we still want you to apply!)

Language Requirements - Fluency in English is required - Fluency in other UN official languages, particularly French, Arabic and Spanish, is desired

Contract type, level and duration

• Contract type: Fixed Term Appointment (FTA) / Temporary Appointment (TA) / Individual Contractor Agreement (ICA)
• Contract level: P3 FTA / P3 TA / IICA-2 / LICA-10

• Contract duration: Length of contract will depend on contract modality and funding availability

  For more details about United Nations staff contracts, please follow this link:* https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.