UNOPS HQ, Denmark | Marmorvej 51 | 2100 Copenhagen | | Tel: +45 45 33 75 00 | Fax: +45 45 33 75 01
Closing date: Saturday, 13 August 2016
Vacancy code: VA/2016/B5002/10651
Position title: Project Assistant
Department/office: ECR, Water and Energy Cluster
Duty station: Copenhagen, Denmark
Contract type: Local ICA Support
Contract level: LICA-5
Duration: one year with the possibility of extension
Application period: 04-Aug-2016 to 14-Aug-2016
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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 - WEC
Water and Energy Cluster
Based in Copenhagen, the UNOPS Water and Energy Cluster provides
specialized project management services to partners such as the United
Nations Development Programme (UNDP), the Global Environment Facility
(GEF), the United Nations Environment Programme (UNEP) and the World
Bank.
Together with partners, the cluster executes projects that support sustainable development by
- promoting international cooperation to prevent and reverse environmental degradation of international water systems
- enhancing the resilience of communities and eco-systems to climate change
- lowering emissions by bridging renewable energy solutions
- developing Nationally Appropriate Mitigation Actions to strengthen climate-resilient development
Background Information - Job-specific
IATI project
The International Aid Transparency Initiative ('IATI') is a global
multi-stakeholder initiative that includes partner country endorsers,
providers of development co-operation (including traditional donors,
multilateral institutions, philanthropic foundations and providers of
South-South Cooperation), CSOs and other organizations. It has been
created to increase the transparency of aid and to maximize its
effectiveness in reducing poverty. The hosting of IATI was entrusted to a
consortium consisting of the following members: the United Nations
Development Programme, the Government of Ghana, the Government of
Sweden, Development Initiatives and UNOPS, hereinafter referred to as
the 'Consortium'.
IATI is financed through a multilateral trust fund in which membership
fees and voluntary contributions are collected to support the joint
programme. The IATI Consortium is accountable to the IATI Members'
Assembly. UNOPS as a Consortium Member provides financial management and
administrative services including HR, procurement, collecting
membership fees and additional voluntary contributions, disbursing
resources to partners and contract management, and ensure the smooth
running of all logistical aspects of IATI Secretariat, Technical
Advisory Group and Member Assembly meetings and fulfills other functions
as approved by the IATI Members' Assembly.
Purpose and Scope of Assignment
Under the overall supervision of the Project Manager and in
coordination with the WEC Team, the IATI Project Assistant provides
support to project operation performing a variety of administrative
processes, travel operations in compliance with UNOPS policies,
procedures and practices as well as the IATI guidelines as approved by
the IATI Members' Assembly, ensuring high quality and accuracy of work.
The Project Assistant may take routine decisions on administrative
processes based on clearly established guidelines. In performing the
work, the Project Assistant promotes a client, quality and
results-oriented approach.
Functional Responsibilities
Purpose and Scope of Assignment
Under the overall supervision of the Project Manager and in
coordination with the WEC Team, the IATI Project Assistant provides
support to project operation performing a variety of administrative
processes, travel operations in compliance with UNOPS policies,
procedures and practices as well as the IATI guidelines as approved by
the IATI Members' Assembly, ensuring high quality and accuracy of work.
The Project Assistant may take routine decisions on administrative
processes based on clearly established guidelines. In performing the
work, the Project Assistant promotes a client, quality and
results-oriented approach.
Summary of Key Functions
a) Support to effective and efficient functioning of the project
b) Support in implementation of administrative and logistical services
c) Support in knowledge building and knowledge sharing
d) Support in project management for smaller sub-projects
The Project Assistant shall perform the following duties and responsibilities, but not limited to
a) Support to effective and efficient functioning of the project, focusing on achievement of the following results
- Maintenance of hard copy and electronic files, reference materials and confidential records as required.
- Support in the preparation of the financial/administrative budget plan for the project.
- Support
in the review and monitoring of expenditures against the project
budget, bringing to the attention of the supervisor any problem or
discrepancy that warrants further review.
- Support in review of the documents at the project engagement level.
- Support
in maintaining IATI account records of contributions and expenditures
recorded and support in monitoring the replenishment following the
funding disbursement calendar.
b) Support to effective administrative and logistical services, focusing on achievement of the following results
Logistical arrangements
- Provision
of a wide-range of travel, booking and visa services in-compliance with
Organizational Directives and Administrative Instructions related to
entitlement travel and official duty travel and complemented with
accurate monitoring, tracking and reporting;
- Assist in all domestic and international bookings for air travels in coordination with vendor(s) for travel management services;
- Validate
and conduct an independent research on flight options/routes through
the most direct and economical route according to the travel policy and
find alternatives that would result to cost-savings for the Organization
in terms of soliciting promotions and frequent-flyer rewards from air
carriers and transport operators;
- Receive, check and process
Travel Authorization (TA), booking request forms, and other
travel-related requirement and register each activity accordingly;
- Prepare,
submit and follow-through on requests for visas from the Ministry of
Foreign Affairs (MoFA) and other embassies, as necessary;
- In
coordination with the traveler, check and verify document requirements
including eligibility, Daily Subsistence Allowance (DSA) payments and
travel claim reimbursements, among others;
- Arranging the hotel reservation for the meeting participants;
- Set up of Vendors, Purchase Orders (POs)/Commitments, Requisitions and Receipt in oU for approval;
- Performance
of a Buyer role in oU and preparation of POs for travel activities,
payments, contracts.- Assist in the preparation of authorizations for
payments, ensuring correct chart of account codes are reflected,
complete supporting documentation and provision certification by
authorized personnel;
- Closely liaise-with staff other personnel
and meeting participants on travel status concerning entitlements,
routes, re-booking, cancellations and payments;
- Assist to
summarize and/or highlight information for general administrative
matters, prepare table and make research and compile material for
briefing and presentations on administrative matters;
- Assist in monitoring status of obligations/purchase orders and advising adjustments, liquidation or closure;
- Assist in expenditure monitoring against approved allocations ensuring funds and budgets are not exceeded;
- Assist in reviewing the project work plans and budgets with inputs from IATI Project Manager;
- Draft meeting minutes, correspondence, reports, evaluation and justification, as required on general administrative tasks;
- Contacts with meeting participants, arranging the security clearance assisting in overall organization of the meetings;
Procurement
- Compliance
of procurement activities with UNOPS rules, regulations, policies and
strategies; implementation of the effective internal control, analysis
of parameters in support of proper design and functioning of a
partner-oriented procurement management system.
- Support to
organization of procurement and grant processes including preparation of
Request for Quotations (RFQs), Invitation to Bid (ITBs) or Request for
Proposals (RFPs), Grant documents, receipt of quotations, bids or
proposals, and their preliminary evaluation. Preparation of Requisitions
and POs.
- Preparations, arrangements and procurement of meeting venues, catering, audio-visual services and translation.
- Preparation of procurement cases for submission to LCPC/HQCPC (Local /Head Quarter Contracts & Property Committee.
- Monitoring and evaluation of supplier performance.
- Compliance of procurement activities within UNOPS rules, regulations, policies and strategies.
- Review
Procurement needs with clients and stakeholders and demonstrate
understanding of client needs without compromising UNOPS rules and
regulations.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to PM.
Budgeting
- Review of project budget and support in any budget revision exercise.
- Support in the project closure, including capturing lessons learnt through exit reports.
- Support petty cash and Operational Advance management, if required.
- Support in the preparation of budget, provision of information for audit.
- Support
in identifying funds received by donors, to liaise with FG to apply
those funds to IATI budget through oneUNOPS, Tranche Request.
c) Support to knowledge building and knowledge sharing, focusing on achievement of the following results
- Contributing to trainings for the projects staff on administration, procurement and project management;
- Sound contributions to knowledge networks and communities of practice.
d) Provides project management support for smaller sub-projects
- Support
to project scoping and budgeting for smaller projects within the IATI
workplan under UNOPS responsibility within the IATI Secretariat, e.g.
Rebranding; Development of a new website
- Support to
implementation of projects including development of project briefs,
support to recruitment processes of project consultants and stakeholder
consultation.
- Monitoring and Progress Controls
- Maintaining
accurate and updated records of all travel arrangments, legal
agreements, financial statements and project documents;
- Ensuring
compliance with applicable UNOPS ODs and AIs on the travel policy and
associated revisions thereof; procurement and finance process compliance
with UNOPS ODs and AIs.
- Timely completion of travel service activities, procurement and finance.
- Ensure that documents and supporting files are accurate, complete and properly filed for audit purposes.
Education
- Secondary school Diploma required.
- A Bachelor's Degree with 1 year of experience in related field can be accepted in lieu of five years of experience.
Experience
- 5 years of relevant experience in administration/travel, finance or programme support service.
- Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions).
- Experience in handling of web-based management systems.
- Familiarity of UN/UNOPS Financial and Administrative Rules and Regulations an asset.
- Fluency in oral and written English is required
- Excellent computer skills especially excel and word and other MS applications.
Competencies
- Demonstrates integrity by modeling the UN's values and ethical standards;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favoritism;
- Integrity and professionalism in performing routine and core functions;
- Proficiency in computer systems and applications, and knowledge of HRIS systems on HR and Finance (payroll and purchasing);
- Knowledge of UN Rules and Regulations for various types of personnel;
- Values equality with respect to gender, race, nationality and culture;
- Capable of working with others in a participatory and capacity building manner;
- Strong communications skills and ability to work in a team to achieve organizational goals;
- Good analytical skills; resourcefulness and initiative;
- Self-motivated,versatile and adaptable to different cultures and people;
- Willingness to take on added responsibility and to build team morale and consensus;
- Strong organizational skills, and an ability to multitask and prioritize work schedules with limited time frames.
Contract type, level and duration
Contract type: Local ICA monthly
Contract level:LICA-5
Contract duration: one year with the possibility of extension
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.
- Qualified female candidates are strongly encouraged to apply.
- 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.
