Portfolio Senior Assistant

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

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.

Background Information - Job-specific

UNOPS Thailand Multi-Country Office (THMCO) is under the UNOPS Asia Regional Office and was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

Located in Bangkok, Thailand, THMCO comprises two main offices – THMCO Thailand and THMCO Indonesia and its current portfolio spans HR transactional services, financial management services, procurement services and project implementation services currently being provided to a wide range of other UN entities, INGOs and Governments/Government agencies in South East Asia and the Pacific.

​​​​​THMCO is looking for a highly motivated, skilled and experienced individual for the role of Portfolio Senior Assistant. Reporting to the Senior Programme Manager, the Portfolio Senior Assistant works in close collaboration with both internal and external clients especially with UNOPS Bangkok Shared Service Center (BSSC), HR, Finance, Operations, and programme and projects personnel as well as with the focal points of the partner organizations to exchange information and ensure consistent service delivery. The incumbent is responsible for implementation of operational strategies, portfolio planning, administration and management, knowledge building and knowledge sharing. The Portfolio Associate may supervise one or more Operations Assistant as required and assigned.

Functional Responsibilities

Provision of HR Services and Project Management Support

• Act as the communication focal point for assigned HR projects which deliver UNOPS HR Services to respective partner in full compliance with UNOPS rules, regulation and SOPs
• Assist with administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery;
• Assist with the preparation and processing of budgets and required formats in compliance with UNOPS requirements for internal approval, review of budgets to confirm if funds are available; run budget reports including transactions details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (Certification of Payments, invoices, Travel/Expense Claims) and availability of funds, completeness of documentation submitted;
• Create vendor details and approval follow-ups;
• Assist with issuance of contracts and process payroll for partner personnel
• Monitoring of payments and follow up when problems arise; Review of payment vouchers and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges;
• Analyze project finances including contributions, expenditure and UNOPS charges monthly, and prepare adjustments as required;
• Extract partner financial reports for internal review and submission
• Prepare invoices and follow up with partner contributions
• Support administrative arrangements (e.g., logistics) for conferences/meetings;
• Interact with colleagues, clients, and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to the supervisor with recommendations for a course of action;
• Create Requisitions and Purchase Orders (POs); performance of reconciliation activities such as closure and cancellation POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status, and details information; and create receipts including information such as distributions, rejections, and cancellations;
• Maintain procurement/contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract;
• Prepare routine project communications, documentation, reports, and contracts, checking documents for accuracy and compliance with UNOPS format and style;
• Prepare briefing materials, as required for mission travel and/or discussion on project activities and status;
• Prepare financial authorizations for project activities for approval of the Supervisor;
• Maintain accurate records of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients;
• Process travel and expenses according to established procedures and practice;
• Support Senior Programme Manager in management, implementation, monitoring of HR, procurement and other related requests including monitoring tools;

Implementation of Operational Strategies and Procedures:

• Full compliance with operations with UNOPS rules, regulations, policies, and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

Knowledge Building and Knowledge Sharing:

• Input and update accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.

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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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:

• Secondary school diploma or equivalent is required.
• University Degree (Bachelor's or Master's) in a related field may substitute for some of the required number of years of experience.

Experience:

Required:

• Minimum five (5) years of progressive experience in administration, finance, project or programme support is required.

Desirable:

• Knowledge of OneUNOPS is desirable.
• Familiarity with UNOPS policies and procedures, especially with regard to finance, travel, procurement of personnel, goods, and services is desirable.
• Excellent computer skills, including business productivity suites (MSOffice365 and/or GSuite).

Language:

• Fluency in written and spoken English is required.

Contract type, level and duration

Contract type: ICA

Contract level: Local ICA Support Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. If you are also interested in a short-term position, you are encouraged to apply for both positions. You may click here to apply for the short-term position.

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 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.

*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.

This position is based in a family duty station.*