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Programme Support Officer

Geneva

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Geneva
  • Grade: Junior level - IICA-1, International Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Monitoring and Evaluation
    • Project and Programme Management
  • Closing Date: 2024-06-13

Hosted Entities ATscale
Job categories Administration, Project Management, Programme Management
Vacancy code VA/2024/B5007/28162
Level ICS-9
Department/office GPO, GVA, Geneva
Duty station Geneva, Switzerland
Contract type International ICA
Contract level IICA-1
Duration Open-ended
Application period 16-May-2024 to 13-Jun-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

1. Programme Managemnt 
  • Contribute to the preparation of programme documents and processes focusing on aspects of entering data to systems and tools ensuring compliance to agreements and Enterprise resource planning (ERP) protocols; 
  • Support the Programme Support Specialist in the preparation and monitoring of the work plans and functional plans;
  • Contribute to the identification of projects risks, participate in the preparation of assurance activities and support project audit activities including implementation of the recommendations;
  • Identification and synthesis of best practices and lessons learnt directly linked to program management;
  • Support in the preparation and maintenance of programme documents;
  • Identification of sources of information related to policy-driven issues;
2. Grant Management
  • Review grant budgets and financial reports against approved budgets, to provide critical feedback to the implementing partners, programme unit, grants units, and supervisor, if necessary;
  • Monitor budgets in grant proposals and verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required;
  • Support the capacity assessment and building capacity of implementing partners;
  • Verify reporting requirements are adhered to and ensure close liaison with the supervisor on any delays or other difficulties;
  • Review payment requests from Implementing Partners and ensure payments are processed based upon the grant agreement, agreed payment schedules, and fund availability;
  • Support the Programme Support Specialist and Grant officer in budgeting and forecasting of grant related expenditures; ensure variances are communicated at an early stage;
  • Resolve operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;
  • Coordinate the process of operational and financial closure of grants and projects;
  • Contribute to the coordination and follow up on the audits of Implementing Partners;
  • Highlight risks and delays to the supervisor and team as appropriate;
  • Support the project team to update and maintain grants and contracts tools that will ensure timely review and deadlines of reports submission assigned by project and internal requirements;
  • Support and cover for the Grant officer throughout the grant cycle as needed, particularly during high picks of grant workload.
3. Financial and Operational Support
  • Support in the planning of financial resources, continuous analysis and monitoring of financial progress and presentation of forecasts for the planning and management of the project;
  • Ensure full compliance with the provisions of UNOPS Financial Rules and Regulations (FRRs), International Public Sector Accounting Standards (IPSAS), Organization Directives, Administrative Instructions and guidance in all financial transactions, recording, reporting, etc;
  • Coordinate with project team in the preparation and consolidation of cash-flow forecast ensuring inputs are extracted from the budget, cash-flow plans, activity plans and  monitoring tools;
  • Support the monitoring and advice to project on the financial status including pending and approved budgets; contributions available for expenditure and contributions already expended;
  • Review and confirmation of appropriateness of operational transactions processed through the interpretation and determination of applicable UNOPS policies and Financial rules and regulations; 
  • Oversee and manages operational advances ensuring timely reconciliation, replenishment and closure;
  • Keep contact with project team, Geneva finance team, IPAS and FG to verify, correct, add and improve quality of financial activities of the project including financial reports and audits;
  • Provide any other operational support as required.
4. HR and Procurement
  • Support  ATscale teams with drafting of TORs for subcontractors and consultants; source potential applicants; evaluation of proposals received; recommendations for contract awards; negotiations with successful bidders, and support focal points during implementation of contracts;
  • Support in drafting of procurement contract documents and administration of contracts and agreements;
  • Monitor 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 client-oriented procurement management system;
  • Monitor and maintain tracking sheets for retainers and contracts;
  • Keep and maintain all necessary documentations and records for audit purposes;
  • Liaise with Geneva Procurement and HQ units as needed;
5. Innovation and Knowledge Management
  • Constantly research and incorporate new policies and best practices into the program’s operations;
  • Assess and identify training and learning needs, and lessons learned workshops;
  • Actively contribute to knowledge networks and communities of practice.

Education/Experience/Language requirements

A. Education:
  • A high school diploma is required and /or A Bachelor's degree in relevant fields such as finance, business, economy, public administration, international relations, social sciences or other relevant fields will be an asset
B. Work Experience:
  • A minimum of eight (8)  years of relevant  experience in working in development or disability-related projects or programmes, not-for-profit or private organisations,  with experience in project/programme management, administrative support and/or service delivery for applicants with a high school diploma. Applicants with a Bachelor's degree will require a minimum of four (4) years  relevant experience in the  fields above.
  • The relevant experience requirements may be reduced for applicants whose need and use of AT is confirmed. 
  • Previous experience of working in civil society organizations especially organizations of persons with disabilities is highly desirable.
  • Lived experience as an AT user is highly desired.
  • Experience in UN system organisations, preferably in a developing country is desirable, including experience with grants, contracting, procurement or finance.
  • Previous experience working with UN/UNOPS programmes and command of oneUNOPS or similar ERP system is a strong asset.
  • Previous experience working with global partnerships and the health or disability sector is desirable.
C. Language:
  • Full working knowledge of English is essential.
  • Knowledge of another official UNOPS language, particularly French, is an asset.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.