Programme Management Office Senior Officer (Grants and Contracts) - Internal Candidates Only

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 contracts.

Background Information - Myanmar

Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for some of the largest development programmes in the country, namely the Access to Health, the Livelihoods and Food Security Fund (LIFT), the Joint Peace Fund (JPF), Nexus Response Mechanism, and the SECO funded UN Trade Cluster Fund. In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative targeting drug resistant malaria in the greater Mekong sub-region. UNOPS also provides procurement, infrastructure and project management services to a wide range of organizations in the country, including 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) was established in late 2015 as a multi-donor fund to support national efforts to achieve a final and lasting settlement of ethnic armed conflict in Myanmar. In working towards this goal, the JPF has delivered coordinated international financial and technical assistance to the Myanmar peace process. Donors to the fund, including through Ambassadorial representation, participate in its governance through the JPF Fund Board.

Over the past twelve months, the JPF has adapted its programming and approach to the challenging post - military takeover operating context. A revised multi-year strategy is being finalised and a revised structure and operating modalities will soon be defined to start a new multi-year cycle on 1 January 2023.

Whereas the roles of Trustee, Contract Manager and Technical Secretariat were separated until now, the management structure has been streamlined and UNOPS will be the single managing agency from 1 January 2023 onwards.

Functional Responsibilities

The UNOPS JPF Fund Management Office (FMO) is slightly different from other UNOPS-managed Funds in Myanmar in the sense that it combines both technical management aspects as well as the functions of the Programme Management Office (PMO) for JPF, responsible for all fiduciary activities in managing the grants with implementing partners. The PMO Senior Officer (Grant Management) is a member of that FMO team.

The PMO Senior Officer (Grant Management) will work under the supervision of the JPF Programme Support Officer. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS MMCO. S/he will collaborate closely and engage actively with other UNOPS team members and the programme/technical team for managing grants and assisting in programme activities.

Specific tasks will include:

Grant management

• Prepare grant awards requests, draft grant agreements and 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;
• Monitor expenditures, and budgets in grant proposals, and verify their consistency with prevailing market rate; assist in discussing/negotiating fee/cost as required;
• Verify reporting requirements are adhered to (including monitoring due dates for project progress status reports and submission by UNOPS of financial utilisation reports to the donors), and liaise closely with the programme/technical team and the supervisor on any delays or other difficulties;
• Review payment requests;
• Communicate with the IPs directly on grant-related and financial matters;
• Resolve routine operational and process problems, and refer complex issues to the supervisor with recommendations for courses of action;
• Assist with the administration and monitoring of all aspects of project with IPs including financial, budgetary and administration;
• Take part with the programme/technical team to joint monitoring visits to IP field offices and project field sites and perform financial monitoring visits;
• Liaise closely with the UNOPS Finance team;
• Contribute to the coordination and follow up on the audits of Implementing Partners (IPs);
• Highlight risks and delays to the team as appropriate;
• Coordinate the process of the financial and operational closing of projects.

Capacity assessment and Capacity building

• Conduct financial and operational capacity assessments of the IPs, and follow-up actions identified in the assessment reports;
• Provide day-to-day help and guidance to the IPs and coordinate with Programme team to ensure IP understanding of, and compliance with relevant operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements;
• Prepare and monitor progress of IP action plan developed with recommendations from capacity assessment, annual grant audit and financial monitoring visits.
• Actively compile lessons learned and best practices, and share knowledge and best practices within the Programme and with IPs, on financial and organisational management;
• Contribute to the overall knowledge sharing and collaboration within the grant management team, PMO, and UNOPS in general.

Documentation

• Ensure all the record are maintained both hard and electronic copies of financial transactions for easy reference and retrieval, and monitor information related to contractual arrangements – on audits, inventories, utilisation and all such elements in the contracts and grants;
• Ensure a database/archive of all grant-related documentation of all the implementing partners in the programme are maintained in a proper way;
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on project status.
• Perform other duties, as required.

Deliverables

• Deliverables will be agreed with the supervisor, based on the annual work plan and the TOR.

Monitoring and Progress Controls

The PMO Senior Officer (Grant Management) will report to the Programme Support Officer, who will monitor his/her performance as per these ToR. Monitoring will look in particular at the following:

• Efficient, timely execution and follow-up of tasks as per the scope of responsibilities detailed above;
• Proactive and professional interaction with colleagues at UNOPS to exchange information and feedback on requests in an effective and efficient manner;
• Demonstration of UNOPS competencies and behaviours at the expected level when interacting with IPs, stakeholders, and colleagues from the PMO, and the UNOPS Country Office.

Education/Experience/Language requirements

Education

• Master's degree in Business Administration, Public Administration, Economics, Project Management, Social Sciences, Political Sciences, Development Studies or related field is required.
• A Bachelor’s Degree in combination with 4 years of relevant experience may be accepted in lieu of a Master’s Degree.

Work Experience

• A minimum of 2 years of relevant experience in grant management is required;
• Previous successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is required;
• Prior experience with UNOPS and understanding of UNOPS systems is required;
• Demonstrated experience in working in sensitive partnerships is required;
• Additional experience of project administration or project support is a bonus;
• Experience in capacity-building is a bonus;
• Experience in field monitoring visits of partners is a bonus;
• Good knowledge of contractual and accounting principles and modalities is a bonus;
• Strong computer skills, including internet navigation and Google-based office applications is highly preferred;
• Familiarity with multi-donor funds is an advantage.

Language:

• Fluency in both written and spoken English and Myanmar is required;
• Knowledge of one of the languages spoken in Southeast Asia is an advantage.

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.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement

Contract level: LICA-9/ ICS9 Contract duration: Open-ended (subject to organizational requirements, availability of funds, and satisfactory performance)

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

THIS IS A LOCAL POSITION. ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY.

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.