Portfolio Senior Analyst

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 - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) 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. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing 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.

Background Information - Job-specific

Under the guidance and supervision of the Portfolio Team Lead, the Portfolio Senior Analyst supports the daily functioning of the Portfolio Team. In performing their work, the Portfolio Senior Analyst works with minimal supervision in close collaboration with other personnel of the Peace and Security Cluster, and promotes an approach that is oriented client satisfaction and quality results.

Functional Responsibilities

Reporting to the Portfolio Team Lead, the Portfolio Senior Analyst will carry out the following tasks:

Budgeting and Accounting

• Monitor and review status of budgetary allocation, expenditures, and maintain an overview of the consolidated performance in the cluster on an ongoing basis
• Interact with the finance team in the field and HQ offices to provide feedback and mutually agree on corrective actions when required
• Maintain, monitor and update all cash-flow projections to ensure expenditures are in line with budget plans; alert Portfolio Manager of major discrepancies and provide advice on appropriate actions to take
• Monitor the UNOPS Dashboard and provide constant updates to the Portfolio Team Lead and Director of the cluster
• Monitor and maintain the project document center, providing timely updates to specialized units of the cluster
• Monitor all new developments of policies, rules and tools in UNOPS in relation to the budgetary and accounting system, particularly those around the International Public Sector Accounting Standards (IPSAS)
• Monitor the reporting requirements of all financial agreements to the client; keep track of the submission of such reports and provide timely advice to the portfolio teams as well as Regional Finance Management team.
• Communicate with colleagues on areas that require verification, correction, and additional information to improve the quality of output and/or account submission

Human Resources

• Stay abreast of human resources related policies, guidelines and tools, ensuring compliance and appropriate interpretation
• Maintain close consultation with Integrated Practice Advice and Support group (IPAS), and advise field project team on the revisions and updates to new developments in policies related to human resources and procurement
• Provide guidance to Heads of Project Unit and Heads of Support Services in the field in order to maintain and update human resources plans in support of project objectives
• Support full-cycle recruitment, including developing and/or revising job descriptions, coordinating and administering written assessments and interviews, drafting interview minutes, case submissions to review bodies, and deployment of incumbents
• Provide substantive input on outreach strategies to make certain that vacancy announcements receive maximum international exposure
• Ensure that consultants are paid in a timely manner via oneUNOPS system and the timely submission of Certificate of Payments, and keep track of the expenditure activities of consultants.
• Monitor the payroll expenditure and provide updates to Portfolio Team Lead and Director of the cluster.
• Maintain the personnel records for all staff and consultants for relevant projects in the cluster.

Procurement - In coordination with relevant field counterparts, prepare and review procurement plans and suggest changes in response to shifting programme needs - Initiate and follow-up on procurement of goods or services for the cluster by requesting quotations, examining cost estimates, and evaluating cost effectiveness - Prepare purchase orders and contracts and vendor registration - Support clients on proposed projects, work and procurement plans, cost implications, and identification of milestones to ensure success - Contribute to the preparation and finalization of documentation and contracts required for services delivery by UNOPS and the portfolio - Support the preparation of statements of work for subcontractors, participate in the evaluations of proposals received, and provide input on recommendations for contract awards

General Administration

• Collaborate in the management of all aspects of project implementation and service delivery
• Monitor progress for all projects/service agreements under the cluster, anticipate operational and budgetary issues, and advise the Portfolio Team Lead and Director of the cluster on pre-emptive actions
• Administer arrangements (e.g. funding, logistics) for training sessions, study tours, and conferences, and evaluate relevance of the events with project objectives and review of nominations
• Review travel authorizations of staff and consultants for Director’s authorization in terms of funding, operational requirement, and mission objectives
• Prepare briefing materials for Portfolio Team Lead and Director as required for mission travel and/or discussion on project activities
• Undertake field missions as required to carry out monitoring and evaluation activities and provide guidance and training to field personnel regarding UNOPS polices and internal best practices
• Contribute to the preparation of contract documents and letters of agreement with institutions and UN agencies; administer contracts, grant agreements and process amendments
• Review and provide advice to the project team on grant evaluations; evaluate the documents prior to submission for award for compliance with UNOPS grants management processes
• Communicate regularly with field counterparts, especially Heads of Project Unit, Programme Officers, Heads of Operations, and Support Services Officers, to raise areas of concerns, discuss project risks, and deliver project activities

Knowledge Building and Sharing

• Contribute to UNOPS capacity building in effective service delivery by focusing on learning, coaching and mentoring team members and field staff
• Maintain updated knowledge of all new developments in policy and tools in UNOPS Headquarter offices and constantly share the knowledge with colleagues in the Cluster
• Train colleagues on the new policy and tools and provide feedback to regional practice advisors
• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities for Portfolio Team Lead and Director of the cluster
• Participate in the training for Procurement, Legal, Project Management, and Human Resources Management
• Collect data to facilitate project monitoring, providing this information to the Risk Management and Partnership (RQP) Unit, as well as providing communications and assurance information for PSC Management
• Communicate regularly with clients, updating them on project status and delivery against objectives
• Attend project reviews/meetings with the client, and represent Portfolio Manager if required
• Perform any other duties as instructed by the Portfolio Team Lead

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

• Advanced university degree (master or equivalent) with two years of relevant experience

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

Experience

• Relevant experience is defined as experience in one or more of the following areas: project management, finance, procurement, or human resources
• Experience related to development, humanitarian, or post-conflict issues is desired

Languages

• Fluency in English (read, write, speak) is required
• Fluency in French is desired

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.
• 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.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: ICS-9 (P2 equivalent; IICA-1 equivalent; LICA-9 equivalent) Contract duration: Ongoing, subject to organizational requirements and funds 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

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.