Portfolio Associate
Phnom Penh
- Organization: UNOPS - United Nations Office for Project Services
- Location: Phnom Penh
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Project and Programme Management
- Closing Date: Closed
Job categories Project Management
Vacancy code VA/2025/B5510/29601
Department/office AR, EAPMCO, Mekong Project Office
Duty station Phnom Penh, Cambodia
Contract type Local ICA Support
Contract level LICA-6
Duration On-going and subject to organizational requirements, availability of funds, and satisfactory performance
Application period 23-Jan-2025 to 05-Feb-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Under the general guidance and supervision of the Project Manager, the Portfolio Associate's responsibilities include the following:
Programme implementation
- Support the PM in ensuring UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress
- Support the monitoring of projects’ financial data and alert the PM of issues and inaccuracy
- Assist in tracking expenditure and take relevant action when required to revise budgets (realignment and amendment)
- Support the project procurement activities and ensure the procurement processes are undertaken according to the procurement manual and in line with the established procedures
- Support the implementation of Work Packages within the project as and when required
- Assist the PM in monitoring of the project quality indicators
- Coordinate stakeholders communications, meetings, and assist in reports drafting as necessary.
Operational and logistical support
- Support in coordination with support units on all administrative matters related to contract management
- Assist the PM in monitoring all HR requirements and related activities under the Project/s
- Assist in the logistics and custom clearance process, support the preparation of letters to government authorities and partners to facilitate the importation and delivery of goods required for the project, ensuring compliance with all relevant regulations and timely processing.
- Assist in the acceptance of goods delivered under the project, ensuring accurate inventory management and proper documentation.
- Assist in the preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required
- Support workshop preparation inclusive of travels and participants.
- Support the PM on the delivery of assigned work packages.
- Maintain project files, including internal and external project reports.
- Assist in planning and recording change controls, risk registers and issue management by establishing document control procedures.
- Inform the PM of any deviations from the plan. Work with the PM to identify and manage risks.
Procedures
- Maintain all supporting project financial documents for audit and review processes.
- Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects
- Assist in monitoring project budget and financial expenditure and all administrative procedures in line with the work‐ plan.
- Process direct payments and advance requests and assist in preparing project budget revisions.
- Prepare the draft of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
- Support the PM by monitoring budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
- Alert the PM or any financial shortfalls and over‐expenditures.
- Provide substantive inputs to assist the PM in the preparation of project reports and documents, ensure compliance with contractual obligations and UNOPS policies, processes and procedures
- In consultation with the PM and relevant stakeholders, assist in preparing amendments of Agreements / Grants and Budget revisions when applicable
- Maintain records of project files and other supporting documents.
- Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the PM
- Support the PM in maintaining the following: i. Electronic Blue File ii. Procurement, HR and Finance files as required by UNOPS policies
Knowledge building and knowledge sharing
- Maintain accurate data and information to enable effective monitoring and evaluation of project and service activities, and to institutionalize and disseminate knowledge.
- Contribute to expertise in tools and techniques.
- Document and share knowledge and information with colleagues, clients and partners.
- Participate in the training relevant for the portfolio, projects and operations management.
- Contribute to knowledge networks and communities of practice.
Perform any other duties as assigned from time to time.
This vacancy is now closed.