Project Management Support Specialist [Finance and Operations]

Background Information – Job-specific

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Service Cluster (NYSC) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management. The Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP) It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. SDC has a footprint of approximately 125 countries.

The Global Environment Facility (GEF) Small Grants Programme (SGP) is implemented by United Nations Development Programme (UNDP) on behalf of the GEF Partnership. It is executed by UNOPS. The SGP is a signature programme and a central part of the UNDP Local Action Cluster of NCE.

SGP grant making promotes community-based innovation in addressing global environmental issues and improved, more sustainable livelihoods through initiatives led by civil society and community organizations, with special consideration for Indigenous peoples, women, youth and persons with disabilities. SGP has supported over 27,000 community-based projects in over 135 countries in biodiversity conservation, climate change mitigation and adaptation, sustainable land management, protection of international waters, and sound chemicals and waste management. Over the years, SGP has developed extensive partnerships at global, national and local levels. See http://sgp.undp.org for further background information.

The Nature, Climate and Energy team within the UNDP Bureau for Policy and Programme Support in New York exercises strategic, technical and fiduciary oversight for all of its GEF and bilateral partnership activities, including the SGP. Within the NCE, the Local Action Cluster, led by its Principal Technical Advisor, provides the overall global oversight of the SGP, including strategic, thematic, and operational guidance and support to Country Programmes. As the responsible Executing Agency for numerous partnerships, UNOPS provides services to UNDP for human resources, and administrative, financial and legal aspects of grant-making and country operations.

The Programme Management Support Specialist (IICA2) will work for the SGP Central Programme Management Team (CPMT) and form part of the UNDP Local Action Cluster. S/he will be responsible for assisting with overall daily financial and operations management of CPMT in close collaboration with the SGP Programme Associate..

Project Management Support Specialist [Finance and Operations] will promote a client, quality and result-based approach with high quality and accuracy of work, and ensure effective and efficient functioning of the CPMT, particularly on financial and operational tasks. The Financial Specialist is also expected to work in close collaboration with UNDP, UNOPS, SGP Country Programmes Teams (National Coordinators and Program Assistants/Associates), the GEF Secretariat and external partner agencies to help manage complex financial and information exchange.

Functional Responsibilities

Under the direct supervision of the Global Manager of the GEF Small Grants Programme – on behalf of the Local Action Cluster, and in collaboration with other Local Action staff, the incumbent will actively support the implementation of the overall programme of work of the Local Action cluster with specific focus on SGP as the operational backbone of the cluster, and will perform the following specific duties:

1. Implementation of financial management strategy and system to ensure effective and accurate financial resources management focusing on achievement of the following results in close collaboration with UNDP finance and UNOPS teams:

• Financial resources management through planning, guiding, controlling of the resources in accordance with UNDP and UNOPS rules and regulations.
• Preparation and monitoring of programme budgets and expenditures, including GEF and other partnerships.
• Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status. and budgets delivery levels.
• Elaboration of proper mechanisms to eliminate deficiencies in budget management.
• Advice to senior management on strategic financial resources management
• Continuous analysis and monitoring of the financial situation, presentation of forecasts of the programme and partnership projects in coordination with UNOPS.
• Full compliance of financial activities, financial recording/reporting system and audit follow up based on UNDP and UNOPS rules, regulations, policies and strategies.
• Proper planning, expenditure tracking and audit of financial resources, including GEF and other partner resources in accordance with UNDP and UNOPS rules and regulations
• Contribute and provide necessary data and information on the SGP’s resources mobilization efforts.
• Elaboration and implementation of cost saving and reduction strategies.
• Monitoring of financial reports for unusual activities, transactions, and investigating anomalies or unusual transactions.
• Serve as the CPMT focal point to ensure that PIMS and ATLAS are maintained and updated monthly, quarterly and annually to synchronise with UNOPS-generated data under oneUNOPS for 120+ country programmes;
• Utilizing information provided by UNOPS, maintain and circulate financial analysis and modeling, including relevant information on grant allocations, country operating budgets (COBs) and financial aspects of human resource needs.

Key Results: Detailed financial projections and analysis are designed with UNOPS inputs and independently monitored as required by CPMT, UNOPS, UNDP, GEF, relevant donors and partners.

2. Support to planning and oversight of operations

• Serve as the CPMT focal point for reporting on operational and financial performance and provide regular reports with compliance metrics with regard to work programmes and planning frameworks;
• Provide support on all aspects of the global portfolio through anticipatory actions, proactive monitoring, data mining, and agile planning processes (i.e. supporting CPMT overall workflow and aligning targets);
• Manage PIMS and ATLAS information and liaise with UNOPS, UNDP, and CPMT colleagues to provide regular and timely reports on operations and finance;
• Proactively assess additional data needs and supply operational data as agreed with the GM and Programme Specialists;
• Monitor project delivery, submission of progress reports and budget revisions through ATLAS and PIMS;
• Identify reasons for shortfall in country programme delivery and recommend appropriate correct measures;
• Prepare and distribute financial dashboard metrics derived from the database at regular intervals, as well as requested on an ad hoc basis subject to exigencies.

Key Results: Relevant operational and financial tracking systems are readily available to CPMT, UNDP, and UNOPS colleagues, relevant donors and partners.

3. Country administrative coordination and audit

• Provide on-going corrective feedback and mentoring to new SGP programme Assistant/Associates and handle ad hoc country support tasks as required;
• Ensure compliance with UNOPS and UNDP Financial Regulations and Rules and Internal Control Framework;
• Liaise with UNOPS and initiate support to country teams in putting place adequate systems for SGP country programme audits;
• Coordinate in the preparation of documents for audits by working closely with the Programme Associate;
• Prompt management actions and corrective steps by country programmes as part of follow-up recommendations resulting from audits completed.
• Ensure all finance and operations files, documents and main correspondence are uploaded in the shared folder

Key Results: Country programmes are prepared with adequate systems for country audits and supported for appropriate follow-up actions.

4. External donor reporting and partnerships

• Develop tailored spreadsheet tracking tools for donors based on their specific requirements and provide accurate financial figures for external reporting purposes;
• Coordinate with the UNDP finance unit and other colleagues regarding the operational and financial start-up of new partnerships and financial contributions, relevant mid-term reporting, evaluation reviews, and closure based upon standard UNDP reporting formats;
• Contribute to capacity development of country programmes and other stakeholders through quality control and corrective/anticipatory feedback, contributing to quality and accuracy of project submissions;
• Responsible for financial and administrative management of global partnerships, including preparation of key support documents (justification for waivers, prodoc clearance checklists, etc.)
• Preparation of global project budgets and budget revisions in ATLAS and advises agencies with regard to redeployment of funds, delivery, and operational reports;
• Coordinate submission processes from proposal development, inception to implementation in accordance with UNDP, GEF and relevant donor policies and procedures;
• Provide assistance with special projects and partnerships as the needs arise.

Key Results: Detailed donor reporting systems are developed and regularly reviewed for quality assurance as required by UNDP, UNOPS, relevant donors and partners.

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY

Education

• Advanced university degree (Master’s degree), preferably in Finance, Accounting, Business Management, Business Administration or related fields is required.
• Two (2) additional years of relevant work experience, in combination with a relevant first level university (bachelor’s degree or equivalent), may substitute for the requirement of a Master’s degree.

Required Experience

• Minimum of five (5)years of professional-level experience in finance and accounting, with responsibility for project financial management in an international organization is required;
• Proficiency in the use of software packages (Google Suite and Microsoft Office), online collaboration tools (SharePoint, Microsoft Teams, etc.) and in handling web-based management systems is required;

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• Pre-existing knowledge of the UN, UNDP and UNOPS Rules and Regulations, organizational structures, and tools such as, PIMS, ATLAS, and oneUNOPS, would be an asset;
• Very good understanding and knowledge of the structure of the United Nations system, in particular GEF related institutions such as the Implementing and Executing Agencies desirable.

Languages

• Excellent verbal and written communication in English is essential.
• Spoken and written fluency in French and Spanish is highly desirable. Knowledge of another UN official 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: Individual Contractor Agreement (ICA) Contract level: International Individual Contractor Agreement (IICA2 – ICSC 10) Contract duration: Ongoing contract (subject to good performance, availability of funds, organizational requirements and project duration).

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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information – UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.