Programme Management Office Advisor (Programme Support, Grants, and Finance)

Contract

This is a IICA-3 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 7 years of experience, depending on education. More about IICA-3 contracts.

Background Information - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Access to Health Fund, the Livelihoods and Food Security Fund (LIFT), and the Joint Peace Fund (JPF). In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards elimination of Malaria, which works to accelerate progress towards malaria elimination in the greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organisations in the country, including the international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information - Job-specific

The Joint Peace Fund (JPF) is a multi-donor fund, established by international donors in 2015 to support Myanmar on the path to sustainable peace. The purpose of the JPF was to support national efforts to achieve a final and lasting settlement of ethnic armed conflict in Myanmar. Activities were focused on making the peace process itself more effective, supporting a more inclusive process, and paving the way to long-term peace by supporting political solutions to resolve decades of conflict. This holistic focus – supporting a broad range of actors in the peace process from the negotiation of the top level leadership to community leaders working in villages in remote parts of the country - made it a unique project in terms of global peace support. With eight donors – Canada, European Union, Finland, Germany, Italy, Norway, Switzerland, and the UK, it represents a strong commitment to a peaceful future for all the many peoples of Myanmar.

The Myanmar peace process has been severely affected by the military takeover of February 2021 and its aftermath, which saw an ever-increasing spiral of violence descending upon the country, the appearance of numerous new armed actors, and a generalised civilian resistance to the military.

The JPF is adapting to these evolving circumstances and will implement a revised strategy that will guide its work over the next few years.

Functional Responsibilities

Under the supervision of the JPF Fund Director, the Finance Senior Manager will be responsible for the following:

Operational Oversight

• Lead the finance, grant and administration functions of the JPF.
• Lead implementation of operational aspects of JPF and UNOPS strategies.
• Develop and implement a risk management plan to identify and manage risks across all implementing partners and attain a programmatic overview of risk exposure.
• Oversee the fund's fiduciary oversight mechanism, undertake assessments to identify and monitor risks and recommend and implement mitigation measures.
• Elaborate on and/or establish standard operating procedures and controls of the finance and grant workflow.
• Take initiative to identify weaknesses, challenges, and legitimate solutions to simplify processes, design financial control tools and provide recommendations in compliance with broader UNOPS policies, rules and procedures.
• Support the Fund Director in the preparation and review of the annual work plan of the fund.
• Contribute to donor agreement updates and revisions.
• Coordinate the annual grant audit exercise and audits of IPs, conduct the quality checks of the audit reports, finalize UNOPS responses on the findings including through verification missions and resolve any IPs disagreements on the audit findings.
• Ensure compliance with UNOPS and Donors’ rules and regulations with respect to grant management and programme finance.

• Co-ordinate the annual audit of the fund and other verification missions, respond to the queries raised, and provide comments on the findings raised

  Financial Management - Develop and implement a financial reporting and budgeting frameworks that facilitate better decision making and meets donors’ requirement

• Advise Fund Director and the FB/WG on financial and grant management issues through a robust financial analysis and the grant data
• Develop tools and processes that are required for the continuation of delivery of the fund’s grant and financial management responsibilities in a highly volatile and complex operating context.
• Oversee fund’s financial planning, budgeting, monitoring and control of the fund.
• Manage financial forecasting, reporting and updates for the FB and FBWG meetings.
• Perform robust cash forecasting to ensure liquidity is maintained at all times and funds are available for new commitments.
• Lead semi- and annual financial reporting obligations of the fund and contribute to the preparation of semi- and annual narrative reports
• Oversee and manage performance of the finance officer to ensure maintenance of accurate and complete financial data of the fund including reconciliation, monitoring of expenditures against approved budgets and reporting on variances.
• Manage the donor contribution tracker, ensure timely submission of fund requests to donors and recording of the same in UNOPS ERP.
• Under the guidance of the Fund Director, develop and implement annual corporate KPIs (Delivery, NER, EA and ERA) of the fund and lead progress monitoring.

• Provide financial advice during the review of the JPF portfolio of grants.

  Grant Management - Manage grant awards requests, drafting grant agreements and financial or other amendments thereof, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations.

• Ensure quality control of grant expenditures by performing ongoing reviews, analysis and reconciliation of accounts. Investigation of discrepancies and initiation of timely corrective actions. Monitoring budgets in grant proposals and verification of their consistency with prevailing market rates.
• Manage Call for Proposals and advise on fee negotiation/cost as required.
• Verifications of reporting requirements and ensuring adherence to those requirements.
• Liaising closely with the Program and M&E teams on any delays, risks or other difficulties in grant management.
• Review payment requests and process payments based on the agreed payment schedules.

• Coordinate and monitor the grant closure process to ensure timely closure of all closed grants.

  Capacity Assessment and Capacity Building

• Oversee and suggest improvements for the review and update of the financial and operational capacity assessment approach of the FM, incorporating best practices and assessment tools.
• Ensure financial and operational capacity assessments of the IPs are conducted as necessary, and follow-up actions are managed and identified in the assessment reports.
• Coordinate IP capacity development and training in financial and organizational management.
• Manage day-to-day help and guidance to the IPs, coordinating with the Program Unit to ensure IP understanding of, and compliance with, financial and operational standards.
• Advise IPs in developing or strengthening their finance manuals and / or Standard Operating Procedures to guide their financial management and organisational activities and ensure accountability.
• Standardize, to the extent possible, IP capacity development efforts by UNOPS in Myanmar.

• Conduct financial monitoring visits and prepare action plans for improvement.

  Team Management

• Oversee and manage the work of Grants and Contracts team, finance officer and administration associate by establishing team objectives, key performance indicators and measurements, standards and expected results.
• Attract and retain talent and develop an agile and empowered team with the skills and competencies needed to ensure optimum performance and ability to respond to changing environment.
• Plan effectively and allocate resources to achieve goals and ensure the cost effective and appropriate use of resources in accordance with UNOPS standards of ethics, integrity and accountability framework.
• Promote teamwork and collaboration by providing the team with clear direction, objectives and guidance to enable them to perform their duties responsibly, effectively and efficiently.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

• Continuously assess team and individual performance and effectiveness and recommending changes and/or corrective actions in the team structure and/or operations to enhance and maintain effectiveness in changing environment.

  Liaison & Coordination

• Liaison with PMO, Support Services and HQ team to solve financial, grant management, and administrative issues.
• Establish solid working relationships with key individuals across the range of implementing partners supported by the fund.
• Manage the information flows between the implementing partners and team through consistent and consolidated reporting using dashboards to provide a high-level overview of performance.
• Liaison with various units within UNOPS to facilitate delivery of the fund.
• Liaison with donors on financial matters and respond to queries from donors on grant and financial issues.
• Support the Fund Director in the preparation and coordination of Fund Board and Fund Board Working Group Meetings.
• Ensure smooth workflow and communication with Programme and Finance teams.

• Co-ordinate with MMCO procurement unit and the Programme team to ensure timely delivery of procurement cases.

  Knowledge management and innovation

• Keep abreast of and incorporate latest/best practices, approaches and technology to enhance the programme delivery and results.
• Institutionalise and share best practices and lessons for corporate development planning and knowledge building.
• Draft policy papers and/or recommend policy changes to align operations with changing environment.
• Lead the planning, implementation and organization of strategic capacity building of personnel, clients and stakeholders, especially in the field of grant management.
• Coordinate with the Infrastructure and Project Management Group (IPMG) for tailoring good practices to meet the specific needs of UNOPS Myanmar.

Education/Experience/Language requirements

Education

• A Master’s degree in business administration, finance, development studies or relevant discipline is required.

• A first level university degree (Bachelor's Degree or equivalent) in the mentioned subjects, in combination with 2 additional years of relevant experience may be accepted in lieu of the Master’s degree.

• Certification in PRINCE2 or PMP is preferred.

Work Experience

• A minimum of 7 years of progressively responsible experience in project and financial management is required.
• Experience in fund / grant management operations is desirable.
• Prior experience working in Asia would be an asset.
• Experience in building and leading successful teams is an advantage.
• Good understanding of UNOPS Rules and regulations is an advantage.
• Experience in contract or/ and grant management would be an asset.

Languages

• Full working knowledge of English is required.
• Knowledge of another official UNOPS language is an asset.

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.

Contract type, level and duration

Contract type: International Individual Contractor Agreement Contract level: IICA - 3 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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.