Portfolio Senior Assistant (Internal candidates only), Multiple positions

Provision of HR Services and Project Management Support 

• Act as the communication focal point for assigned HR projects which deliver UNOPS HR Services to respective partner in full compliance with UNOPS rules, regulation and SOPs

• Assist with administration 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 transactions details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (Certification of Payments, invoices, Travel/Expense Claims) and availability of funds, completeness of documentation submitted;

• Create vendor details and approval follow-ups;

• Assist with issuance of contracts and process payroll for partner personnel

• 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;

• Analyze project finances including contributions, expenditure and UNOPS charges monthly, and prepare adjustments as required;

• Extract partner financial reports for internal review and submission

• Prepare invoices and follow up with partner contributions

• Support administrative arrangements (e.g., logistics) for conferences/meetings;

• Interact with colleagues, clients, and partners to exchange information on administrative issues and seek co-operation. 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); performance of reconciliation activities such as closure and cancellation 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;

• Maintain procurement/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;

• 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 of 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 and expenses according to established procedures and practice;

• Support Programme Manager in management, implementation, monitoring of HR, procurement and other related requests including monitoring tools;

• Verify for the accuracy of requests/transactions and completeness of documentation. Initiate action and certification for approval at the higher level as required.
  

Implementation of Operational Strategies and Procedures:

• Full compliance with 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 accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.