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 - IPAS

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the seven practice areas of HR, Administration, Legal, Finance, Procurement, Surge, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

Faced with recurring demands for such services, IPAS established the Surge Mechanism at the end of 2021 to meet the needs of UNOPS’ country offices. These needs include but are not limited to providing personnel for quick inception of new projects, supporting emergency responses, as well as covering gaps after unexpected departure of colleagues whose roles are critical to the operations of the office.

The team currently consists of 8 colleagues with diverse backgrounds and expertise. Due to the growth of the Surge Mechanism, we are now seeking for a Portfolio Senior Analyst to support us on the day to day operations of the Surge Mechanism.

Functional Responsibilities

Under the guidance and supervision of the Surge Coordinator, the Portfolio Senior Analyst supports the daily functioning of the Surge Mechanism. They work in close collaboration with the Surge Team, other personnel in IPAS, other HQ units and Regional Offices, and promote an approach that is oriented towards client satisfaction and quality results.

1. Budgeting and Accounting: - Monitor and review status of budgetary allocation, expenditures, and maintain an overview of the consolidated performance 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 the Surge Coordinator of major discrepancies and provide advice on appropriate actions to take. - Monitor all new developments of policies, rules and tools in UNOPS in relation to the budgetary and accounting system. - 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 Surge Coordinator. - Communicate with colleagues on areas that require verification, correction, and additional information to improve the quality of output and/or account submission.

2. Human Resources: - Stay abreast of human resources related policies, guidelines and tools, ensuring compliance and appropriate interpretation. - Maintain close consultation with IPAS, and advise the team on the revisions and updates to new developments in policies related to human resources and procurement. - Provide guidance to the Surge Coordinatororder 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 the Surge Coordinator. - Maintain the personnel records for all personnel and consultants for relevant Surge Assignment.

3. Programme Support: - Collaborate in the management of all aspects of the development and success of the Surge Mechanism. - Support in the development of ToR for Surge Assignments, evaluation of experts available; and follow up with the Country Offices and the Surge Experts through the Surge Assignment. Support the drafting of amendments to the ToR when required. - Design and formulation of new process initiatives including risk management, quality assurance and quality control. - Establish and execute business plans, priorities, Standard Operating Procedures (SOP) benchmarks, delivery targets and performance standards for the assigned portfolio. - In collaboration with the Surge Coordinator, formulate measurable long/short-term targets and monitor progress in assigned countries; ensure cost-recovery of UNOPS service provision within pricing policy. - Drafting of contract documents and letters of agreement with institutions and UN agencies; administration of contracts and agreements and processing amendments for approval. Conduct procurement processes as needed. - Monitoring and evaluation of performance of Surge Experts. - Collaborate with the Surge Coordinator on monitoring missions to evaluate progress where required, identify problems and take appropriate and timely decisions to meet client needs. - Follow up on audit recommendations to ensure timely implementation and reporting. - Monitor progress for all Surge Assignments, anticipate operational and budgetary issues, and advise the Surge Coordinatoron preemptive actions. - Administer arrangements (e.g. funding, logistics) for Surge Assignments - Review travel authorizations of personnel and consultants for the Director’s authorization in terms of funding, operational requirement, and mission objectives. - Prepare briefing materials for the Surge Coordinator as required for discussion on Surge Assignments. - Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed. - Communicate regularly with field counterparts, especially Heads of Programmes, Programme Officers, Heads of Operations, Head of Support Services, to raise awareness of the Surge Mechanism. - Analysis of data in regards to Surge Assignments to support in presentations and define the strategy of the Surge Mechanism. - Present the Surge Mechanism when required to the Regional Offices to support outreach initiatives. - Identification of LTAs (locals and global) within UNOPS to support Surge Assignments.

4. Knowledge Building and Knowledge 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 Surge Team. - 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 the Surge Coordinator. - Participation in the periodic review and strengthening of Standard Operating Procedures based on lessons learnt and adaptation of programme/donor requirements. - Collaboration in development of tools and platforms for data and content management, ensuring information and knowledge sharing with clients and partners. - Contributions to knowledge networks and communities of practice. - Support the creation of an onboarding package for Surge Experts. - Engage with the People and Culture Group (PCG) on learning and well-being to develop a brochure of available tools and training for the onboarding and offboarding of Surge Experts. - 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.

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: A first-level university degree (e.g. Bachelor) in project management, business administration or other relevant field is required. An advanced university degree (e.g. Masters) in the abovementioned fields may be considered as a substitute for two (2) years of work experience.

Experience: - A minimum of two (2) years of experience in project management, finance, procurement, or human resources is required. - Experience working for civil society organizations, non-governmental organizations, UN agencies and/or international development organizations is considered an asset.

Languages: - Fluency in English is required. - Knowledge of French and/or Spanish is considered an asset.

Contract type, level and duration

Contract type: International Contractor Agreement Contract level: IICA-1 (ICS-9) Contract duration: 12 months

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.
• 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.