Programme Management Senior Associate- Southeast Asia Energy Transition Partnership (ETP)

Contract

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

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information - Job-specific

The Southeast Asia Energy Transition Partnership (ETP) brings together governments and philanthropies to work with partner countries in the region. We support the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability. Enabling the transition toward greener energy systems will greatly contribute to the achievement of the UN’s Sustainable Development Goals (SDGs) and the Paris Climate Agreement objectives.

​ETP is initially focusing on Indonesia, the Philippines and Vietnam, which are the countries in the region with the highest energy demand, a substantial pipeline for fossil fuel-based projects, and a significant and cost-effective potential for renewable energy and energy efficiency. ETP provides High Level Technical Advisory Support, Holistic Support to Governments on financing and technical needs, capacity and skill development and facilitation of dialogues in all related areas.

​A Secretariat incorporated into UNOPS will support the Steering Committee (SC) and facilitate the implementation of SC’s decisions. The Secretariat will operate as per defined Terms of Reference approved by the SC. The Secretariat will undertake day-to-day management and operation of the ETP: (1) it launches Calls for Proposal and carries out proposals assessments; (2) it provides assistance and support to projects; (3) facilitates the design, development and implementation of an overall M&E strategy; (4) monitors progress made by each project during the implementation phase.

The Secretariat will work in close cooperation with the SC, the Advisory Committee and the Fund Manager, as well as UNOPS Services. The members of the secretariat will be selected following UNOPS rules and regulations.

Within the framework of the delegated authority, the incumbent is assigned the following duties which are performed according to organizational needs and structure:

Functional Responsibilities

Reporting to the Fund Manager, the incumbent assists with the project’s budget management, financial flows, and grants and contract management to support successful financial management of the multi-donor trust fund and its programs, adhering to fund management and project management methods and strategies, reducing risks and improving success rates.

The incumbent promotes a client-oriented approach consistent with UNOPS Financial Rules and Regulations, with responsibility for budget control functions, treasury functions and accounts maintenance. The Incumbent works in close collaboration with IPAS Finance and other relevant colleagues in HQ as well as colleagues in the support services, programme and project functions in the field offices, resolving finance-related issues and information exchange; he/she promotes a client, quality and results-oriented approach.

Summary of key areas of operation:

• Administration and implementation of operational strategies
• Budgetary and monitoring control, treasury functions and accounting support
• Procurement and fiduciary management of grants and consultancies
• Financial reporting and control
• Project Implementation and support to implementing agencies

Under the general guidance and supervision of the Fund Manager, and in close collaboration with the ETP Secretariat, the Fund Management Associate’s responsibilities include the following: 1. Ensures administration and implementation of operational strategies focusing on achievement of the following results - Full compliance with UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. - Elaboration and regular review of the content of internal Standard Operating Procedures in consultation with ETP Secretariat Team identified in the Operational Manual - Elaboration of proposals and implementation of cost-saving and reduction strategies in consultations with office management.

2. Ensures efficient budgetary control, treasury and accounting functions, focusing on achievement of the following results: - Extraction of required financial information from project agreements and set up of necessary accounts in line with existing UNOPS financial policies and procedures.

• Compilation of data for the preparation of budget estimates.

• Monitoring and review of status of budgetary allocations and expenditures on an ongoing basis. Continuous networking with clients/partners to provide feedback and mutually agree on corrective actions, when required.

• As delegated, approval of budgets in oneUNOPS, as per awarded proposals and review of budget revisions.

• Establishment and maintenance of proper financial controls mechanisms to stay within budget allotment.

• Maintenance, operation and control of bank accounts. Maintenance of cash book, including control of disbursements, analysis and reconciliation of account.

• Preparation and confirmation of appropriateness of operational transactions processed through the interpretation and determination of applicable policies, regulations, rules, i.e. disbursements within authorized limits, payroll, contractual agreements, payments to suppliers, travel claims, etc.
• Maintenance and control of petty cash fund and preparation of report for replenishment.
• Frequent contact with the local bank to obtain day-to-day information on rates of exchange, interest rates, changes in procedures and bank regulations, etc.
• Review of payment requests for completeness prior to processing, ensuring that documentation needed is complete and that all required procedures are fulfilled to enable the payment.

• Review and confirmation of validity of charges by verifying authorized amounts and ensure availability of budget and funds.

• Maintenance of ledgers and accounting records for classification and recording of financial transactions and for the reconciliation of accounts and preparation of recurring or special reports.

• Clarification and response to queries and observations of auditors (both internal and external).

• Review of vouchers and supporting documentation for completeness, accuracy, and correctness of account code charges.

  3. Ensures effective financial reporting and control, focusing on achievement of the following results:

• Support to the preparation of monthly expenditure schedules and quarterly and year-end statements.
• Timely entry of transactions in the computerized accounting and finance system and timely submission of monthly accounts; adherence to UNOPS Financial Rules and Regulations in all financial transactions
• Contacts with UNOPS SSU to verify, correct, add and improve quality of financial reporting.
• Frequent contact with other finance staff in the organization in the preparation of payments, data reconciliation, client reporting, or audit activities.

• Preparation of financial statements for Funders, as per the agreements.

  4. Project implementation and Support to Implementing Agencies

• Provide support to contract management.
• Prepare monthly compliance reports and quarterly review reports.
• Alert the Fund and Program Managers of any contract deviations and propose corrective measures where necessary. Provision of assistance in discussing/negotiation fee/cost as required.
• Prepare annual activity-based budgets in collaboration with the Director, Fund Manager and Programme Manager.
• In close collaboration of respective finance units of the implementing partners, prepare periodic and ad-hoc budget utilization reports and lead preparation of cash flow forecasts.
• As required, provide guidance to implementing partners, on financial management and reporting on their project funds.

• Timely preparation of grant awards requests, drafting of 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.

  5. Project monitoring and reporting

• Provide substantive inputs to assist the Fund Manager in the preparation of project reports and documents, maintaining records and project management systems and tools. (Project risk matrix, issue log, lessons identified and learned, Contract Management System)
• Support the Fund Manager and Program Manager in maintaining the project document storage system.
• Monitoring budgets in grant proposals and verification of their consistency with prevailing market rates.
• Verifications of reporting requirements and ensuring adherence to those requirements.
• Review of payment requests and supervise processing payments based on the agreed payment schedules.
• Contributing to the coordination and follow up on the audits of Implementing Partners.

• Manage Call for Proposals. and EAC submissions

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Contribute to expertise in tools and techniques.
• Participate in ETP Secretariat’s team meetings and other relevant stakeholder meetings.

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:

• Secondary Education with specialized certification in Accounting and Finance.
• University Degree in Business or Public Administration would be desirable and may substitute some of the required work experience.

Experience:

• Minimum seven (7) years of experience in the field of Programme management, Project management or Operations Management with focus on monitoring, reporting, development and coordination.
• Proficiency in computer and office software packages (G-Suite) and experience in handling web-based management systems is preferred.
• Experience in professional text and document drafting in English.
• Experience in finance or grants and contracts management is an asset.
• Experience in compiling narratives from a wide range of information and reports is desired.
• Knowledge of UN rules and procedures in Procurement, Finance, HR Management and administrative rules and regulations is desired.

Language:

• Fluency in English is required. Working knowledge of another, official UN language is desirable.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: ICS-7/ LICA-7 Contract duration: Open-ended

The position is based in a family duty station

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

• This is a local position, therefore only nationals of duty station or applicants who are legally entitled to be employed in the duty station will be considered.
• 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

***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.

****Female candidates are strongly encouraged to apply.*******