Portfolio Senior Assistant

Dutystation: Home based

Functional responsibilities

Summary of Key Functions

• Financial and Administrative Support
Implementation of operational strategies and procedures;
• Knowledge building and knowledge sharing.

Financial and Administrative Support

• Assist with administrative tasks and regular monitoring of all budgetary, financial, procurement, and routine aspects of project delivery;
• Assist with the preparation and processing of budgets and required formats in compliance with UNOPS requirements for internal approval, review of budgets to confirm if funds are available; run budget reports including transaction details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (invoices, TEC) and availability of funds, completeness of documentation submitted;
• Manage administrative arrangements (e.g., logistics) for conferences/ capacity -building workshops, meetings, and events;
• Interact with colleagues, clients, and partners to exchange information on administrative issues and seek cooperation. Resolution of routine administrative and process problems, referring complex issues to the supervisor with recommendations for a course of action;
• Create Requisitions and Purchase Orders (POs); perform reconciliation activities such as closure and cancellation of POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status, and details information; and create receipts including information such as distributions, rejections, and cancellations;
• Create vendor details and approval follow-ups;
• Monitoring of payments and follow-up when problems arise; Review of payment vouchers and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs, and correctness of account code charges;
• Support the Analysis of financial reports, investigation, and preparation of adjustments as required;
• Maintain contract-tracking plan to review sub-contractor invoices and supporting documentation, and ensure that services provided and claims are in conformity with the terms of the contract;
• Act as the focal point for projects on Asset Reporting as per UN MOU requirements;
• Create, import, review, correct, and process journal entries in the General Ledger. Review and run Inquiries included in journals, ledgers, or accounting entries;
• Prepare routine project communications, documentation, reports, and contracts, checking documents for accuracy and compliance with UNOPS format and style;
• Prepare briefing materials, as required for mission travel and/or discussion on project activities and status;
• Prepare financial authorizations for project activities for approval by the Supervisor;
• Maintain accurate records of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving, and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients;
• Process travel arrangements and other relevant expenses according to established procedures and practice;
• Support the Project Manager in certain administrative HR matters.

Implementation of Operational Strategies and Procedures:

• Full compliance of operations with UNOPS rules, regulations, policies, and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

Knowledge Building and Knowledge Sharing:

• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients;
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

In order to ensure quality and timely delivery of all outputs, the incumbent would be evaluated through periodic performance appraisals, focusing on client orientation, solution-drivenness, and maximizing available resources.

Education/Experience/Language requirements

• Secondary school diploma (or high school equivalent) with five (5) years of relevant experience is required; OR
• Advanced university degree (Master’s Degree or equivalent) with no relevant experience ; OR
• First-level university degree (Bachelor’s degree, undergraduate or equivalent) with one (1) year of relevant experience.

• Relevant experience is defined as progressive experience in administration, finance, project support, and/or programme management.
• Proficiency in MS Excel and Word or G-sheets and G-Docs is required.

• Knowledge of OneUNOPS is desirable.
• Familiarity with UNOPS policies and procedures, especially with regard to finance, procurement of personnel, goods, and services is desirable.

• Fluency in English (read, write, speak) is required.