Programme Management Office Analyst (Grants and Contracts), Multiple positions

Background Information – Job-specific

The Grants and Contracts team, as part of the larger Programme Management Office (PMO), is in charge of managing the grants and contracts with implementing partners.The Programme Management Office Analyst (Grants and Contracts) will be located within the UNOPS Myanmar Programme Management Office, and will be supporting one of the multiple funds and programmes managed by UNOPS Myanmar.

Functional Responsibilities

Under the overall supervision of the Programme Management Office Specialist (Grants and Contracts), the Programme Management Office Analyst (Grants and Contracts) will work to support the delivery of Fund activities. He/She will collaborate closely and engage actively with the Program Unit assigned role in the designated funds, and will be responsible for:

Grant management

• Prepare grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;
• Review grant budgets submitted by IPs, verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required; provide critical feedback to the implementing partners and Program Unit and supervisor
• Ensure that reporting requirements are adhered to and liaise closely with the Programme, M&E teams, and the supervisor on any delays or difficulties;
• Review financial reports and inform the programme focal points or the supervisor on the findings;
• Work closely with the PMO Finance team on changes in the grants values, and update on payment schedules for cash flow planning;
• Close teamwork with the Program, Communication and Grant Units within the Program including seeking advice, taking it on board and involvement in grant management and working as ‘one team’ in the implementation of programs.
• Review payment requests and ensure payments are processed based upon the grant agreement and agreed payment schedules;
• Communicate with and provide guidance/advice to implementing partners on grant-related and financial matters, in collaboration with the Programme unit and the PMO Finance team
• Resolve routine operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;
• Ensure operational and financial closure of grants in line with requirements;
• Contribute to the coordination and follow up on the audits of Implementing Partners;
• Highlight risks and delays to the supervisor as appropriate.

Capacity assessment and Capacity building

• Assist in 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 Program Unit to ensure IP understanding of, and compliance with relevant operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements.
• Actively compile lessons learned and best practices, and share knowledge and best practices within the Programme and with IPs, on financial and organizational management
• Contribute to the overall knowledge sharing and collaboration within the Grants and Contracts team, PMO, and MMOC
• Contribute to the implementation and success of the PMO Center for Fund Management

Documentation:

• Monitor information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants
• Maintain a database/archive of all grant related information and documentation of all the implementing partners
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status
• Other duties as may be assigned by the supervisor

Monitoring and Progress Controls

The Programme Management Office Analyst (Grants and Contracts) will report to the Programme Management Office Specialist (Grants and Contracts), 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, Funds, and MMCO

Education/Experience/Language requirements

Education

• Bachelor’s degree in Business Administration, Public Administration, Economics, Project Management or related field is required
• Master’s degree with the above mentioned field will be considered as an asset.
• Completion of PRINCE2 Foundation certificate is an advantage.

Work Experience

• Minimum of 2 years of experience in contracts/grant management and/or project administration and/or project support is required.
• Good knowledge of contractual and accounting principles and modalities is preferred;
• Prior experience with UNOPS is an advantage
• Previous successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is an advantage;
• Strong computer skills, including internet navigation and office applications (MS Office) is an advantage; good knowledge in the use of Excel spreadsheets is an advantage.
• Experience with G Suite is an asset.

Language Requirement

• Fluency in both English and Myanmar/Burmese languages is required (written and oral expression)