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Fund Portfolio Associate

New York City

  • Organization: UNDP - United Nations Development Programme
  • Location: New York City
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Background

This is a roster recruitment, a call for applications for (3) three new Fund Portfolio Associate opportunities within Multi Partner Trust Fund Office
 
The Fund Portfolio Associate leads the administration of the MPTFO’s fund portfolio and contributes to the MPTFO office strategy and work plan.
 
The MPTF Office is a UN center of expertise on pooled financing mechanisms. It supports development effectiveness and UN coherence through the efficient, accountable and transparent design and administration of innovative pooled financing instruments as well as provision of advisory services for fund operations. 
 
Housed within UNDP, the MPTF Office is firewalled from all UN implementing entities, UNDP included. The MPTF Office has put in place a number of tools and systems to support its fund administration services, including a separate General Ledger Business Unit in ATLAS (MDTF1) and the MDTF Office GATEWAY (see mdtf.undp.org).
 
The MPTF Office’s current portfolio is over $10 billion in total (> 750 million/year) and includes over 100 pooled financing mechanisms (country-level and global MDTFs, Joint Programmes (JPs) and National Funds), established for humanitarian, transition, development and climate change activities. 
 

Duties and Responsibilities


Under the supervision of the Senior Portfolio Manager and the overall guidance and direction of the Executive Coordinator of the MDTF Office, the Fund Portfolio Associate’s responsibilities will include the following main functions:

 Ensure administrative support for assigned MDTFs/JPs focusing on achievement of the following results:
•    Prepare and facilitate signatures of standard Donor Agreements, Memoranda of Understanding (MOU) and Delegation of Authority documentation (DoA);
•    Ensure timely set-up and update of GATEWAY pages of assigned MPTFs/JPs and related projects;
•    Prepare requests for setting up new  donor and implementing agency codes, and initiate requests for vendor profile creation;
•    Maintain all relevant Fund files (hardcopy and e-copy on share drive / SharePoint);
•    Update on a regular basis all clients contact database including donor information.

Ensures programme support for assigned MDTFs/JPs focusing on achievement of the following results:
•    Provide routine programmatic support to Fund Secretariats and other Fund stakeholders by responding promptly and efficiently to queries and requests;
•    Create proposals and set up budgets in Atlas and route proposal and/or budget to Portfolio Manager for approval of award in MDTF1 / sending budget to KK;
•    Assist in the preparation of documents for the annual consolidated reporting for all MPTFs / JPs and in ensuring the timely receipt of narrative and financial reports from Participating Organizations.
•    Coordinate activities around project extensions and closure, including determination of unutilized funds and donor balances, and facilitation of donor refunds/transfer to new funds;
•    Conduct review of the MDTF1 Funds and projects to maintain accurate status information in ATLAS (end date, budgets, active, inactive, operationally closed, and financially closed).


 Provides finance support for the assigned MDTFs/JPs focusing on the following results:
•    Assist in the managing of donor commitments and tracking of receipt of donor contributions and track donor earmarks;
•    Assist in monitoring and tracking project approvals, budget records, disbursements and statements of expenditure submitted by the Participating Organizations on an on-going basis;
•    Lead authorizing reviews of Fund Transfer Checklist, including proper checking of the supporting documents for payments and follow-up on missing documentation;
•    Prepare standard financial report  for inclusion in the annual consolidated progress reports for MDTFs / JPs.

 Ensures knowledge sharing and facilitates knowledge building focusing on the following results:
•    Contribute to office strategy and workplan development;
•    Support in the organization of knowledge events on specific Funds/JPs or the overall MPTF Office portfolio;
•    Synthesize lessons learnt and best practices related to specific aspects of portfolio administration.

 Provides support to overall administrative and office management of the MPTF Office
•    Generate timely ATLAS e-requisitions and receipts for specific Fund/JP related procurement;
•    Organize the requisition and management of office supplies;

 

Competencies

Corporate Competencies:

Communication

  • Communicates clearly and effectively
  • Facilitates and encourages open communication

Ethics and Values

  • Demonstrates consistency in upholding and promoting values of UNDP in actions and decisions
  • Demonstrates an appreciation of differences in values and learning from cultural diversity

Knowledge Sharing and Continuous Learning

  • Takes responsibility for self-learning and development
  • Promotes organizational learning and knowledge management

Organizational Awareness

  • Understands the structure of UNDP and the UN System
  • Applies corporate thinking and applying judgment in an organizational and global environment

Self-Management and Emotional Intelligence

  • Manages working relationships to achieve mutual benefits
  • Fosters a positive outlook and maintains focus during challenging situations

Working in Teams

  • Works effectively with colleagues in achieving shared objectives
  • Creates team spirit and unity of purpose across the organization
  • Works collaboratively with colleagues in UNDP as well as its partners and other stakeholders to pursue common goals.
  • Works collaboratively with team members in sharing information openly and displaying cultural awareness and sensitivity.

Functional Competencies:

Job Knowledge and Technical Expertise

  • Understands the main processes and methods of work regarding to the position.
  • Ability to perform a variety of specialized activities related to programme administration and monitoring, management of contacts, and donor relations, financial resources management, including formulating budgets, preparing documentation for transactions and reporting.
  • Sound knowledge of financial rules and regulations and basics of accounting
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
  • Demonstrates good knowledge of information technology and applies it in work assignments.
  • Demonstrates in-depth understanding and knowledge of current guidelines and project management tools, and utilizes these regularly in work assignments.

Building Strategic Partnerships

  • Maintains databases of donor information
  • Maintains essential information, materials and documents in support of partnership building initiatives

Client Orientation

  • Establishes, builds and sustains effective relationships within the organization and external clients
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to internal and external clients in a timely and appropriate manner

Design and Implementation of Management Systems

  • Makes recommendations related to work procedures and implementation of management systems
  • Uses information/databases/other management systems

Promoting Accountability and Results Based Management

  • Provides information and documentation on specific stages of programme/project implementation and monitoring.
  • Provides background information to identify opportunities for programme development.
  • Gathers and disseminates information on best practice in accountability and results-based management systems.

Promoting Organizational Change and Development

  • Demonstrates ability to identify problems and proposes solutions

Required Skills and Experience

Education:

  • Secondary Education. University Degree in Business, Public Administration, Economics or other relevant field would be desirable, but it is not a requirement.

Experience:

  • 6 years of progressively responsible administrative and/or programme support services, of which at least 2 years working with UN pooled financing mechanisms.
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems.
  • Experience in using UNDP’s ERP system (ATLAS) is highly desirable.
  • Successfully passed the UN clerical examination (ASAT).

Language Requirements:

  • Fluency in English both written and spoken. French and Spanish would be an asset.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment. 

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). External applicants to General Service (GS) positions in New York who already possess a Bachelor’s degree or an accredited certification in a technical field (e.g. IT, Finance, or Procurement) will not need to obtain/pass the UN Administrative Support Assessment Test (ASAT). However, passing specialized tests (e.g. Finance and Accounting technical assessments) may still be required for some General Service (GS) positions, as specified in the vacancy announcement.

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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