Portfolio Associate

The Portfolio Associate role supports the effective delivery of project operations for the United Nations Office for Project Services (UNOPS). This position involves substantial project management support, finance administration, and coordination across travel, procurement, grants, and human resources functions, ensuring activities align with approved agreements and organizational standards.

Functions / Key Results Expected

Project Management/Administration

• Ensure that implemented activities are aligned with approved project agreements in terms of technical scope, engagement of resources, budget expenditure and agreed timeframe.
• Input and update accurate data and information to facilitate effective delivery of the operations.
• Provide inputs to the Project’s work, financial, recruitment and procurement plans as required.
• Contribute to development of Project’s reports and analysis related to project activities.
• Establish and maintain project documents/files for easy retrieval of archive related to Project’s activities.
• Contribute to identification, capturing, and assessment of risks/issues and implement mitigation measures in accordance with the Risk Management Strategy.
• Contribute to identification, capturing, and sharing of the Project’s lessons learned and best practices.
• Draft reports as envisaged by the Project Document/legal agreement, while in particular considering progress against the Key Performance Indicators.
• Contribute to efficient and effective use of Project and UNOPS tools for monitoring of the Project’s performance, outputs and benefits.
• Assist with administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery.

Finance

• Prepare and handle submission process of budget creation and revision in required formats and in compliance with UNOPS requirements for internal approval, monitoring of funds availability; run budget reports including transactions details and exceptions.
• Monitor expenditures, verification for accuracy of expenditure requests (COPs, invoices, TECs), completeness of documentation submitted.
• Monitoring of payments and follow up when problems arise; Review of Request for Payments and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges.
• Help to review financial information with the concerned team, identify bottlenecks and corrective actions.
• Analysis of financial reports, investigation and preparation of adjustments as required.
• Create, import, review, correct and process journal entries in General Ledger. Review and run inquiries included in journal, ledgers, or accounting entries.
• Petty cash management including preparation, submission for approval, regular monitoring/reconciliation, and closure.
• Operational Advance management including preparation, submission for approval and closure.

Travel/Procurement/Grants/HR

• Provide support with event logistics/coordination related to conferences, workshops and retreats. This will include collecting information for the planning phase and execution of related tasks for all events.
• Help analyze administration, travel, procurement and policies, assess the impact of changes and help management with their implementation. Continuous research of the matters related to service provision and partner requirements.
• Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
• Support in the management of project assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure.
• Provide guidance on administrative, financial and logistical activities of the projects.
• Assist in communication with colleagues on areas requiring verification, correction, additional information to improve quality of output and /or account submission and increase knowledge base in the process.
• Assist in the preparation and administration of calls for proposals, grant awards, and related contractual arrangements between UNOPS and its partners, in line with project requirements.
• Provide administrative support to calls for proposals in accordance with UNOPS rules and procedures, including receipt and filing of proposals, support to selection committees, and assistance in the preparation of evaluation documentation, as required.
• Support the timely and accurate processing of project requests to engage grantees and implementing partners.
• Assist in the preparation of grant agreements and support the processing of fund disbursements in line with approved project budgets and requirements.
• Support project teams in liaising with implementing partners to monitor grant implementation, flagging potential issues and risks, and supporting timely delivery of agreed outputs.
• Support the day-to-day administration of grant management activities, including tracking reports, processing partner registrations, and supporting payments, as required.
• Carry out activities related to procurement for various thresholds.
• With guidance from the support services team and the Project Manager, contribute to development of documentation needed for procurements, travel, and engagement of consultants.
• Identify potential service providers for standard supplies, maintenance, furniture etc. and maintain good relationships with existing ones.
• Support when required in travel activities and related processes including Travel Authorizations, Visas, Travel Expense Claims etc.
• Draft procurement awards, contracts, grant support agreements.
• Maintain contracts and grants tracking plan to review contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.

Skills and Competencies

Skills:

• Administration
• Finance
• Project Implementation
• Project Management

Core Competencies:

• Integrity and Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Teamwork: Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.
• Partnering: 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.
• Results Orientation: 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 impact on beneficiaries.
• Agility: 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.
• Solution Focused: 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.
• Communication: 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 Requirements

Required

• Secondary school (or equivalent) with a minimum of six (6) years of relevant experience; or
• First-level university degree (Bachelor’s degree or equivalent) with a minimum of two (2) years of relevant experience.