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Programme Management Specialist (internal candidates only)


  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Copenhagen
  • Grade: Mid level - IICA-2, International Individual Contractors Agreement
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: Closed
Job categories Project Management, Programme Management
Vacancy code VA/2023/B5007/25610
Level ICS-10
Department/office ECR, GVA, Geneva
Duty station Copenhagen, Denmark
Contract type International ICA
Contract level IICA-2
Duration Open-ended subject to organizational requirements, availability of funds and/or to satisfactory performance
Application period 06-Mar-2023 to 19-Mar-2023
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Under the guidance and supervision of the Portfolio Manager, the Programme Management Specialist designs and develops for acquisition and growth of the business portfolio to meet revenue and income targets.  They manage a major programme portfolio and ensure efficient administration and delivery of quality service responsive to client needs.  They take decisions of clearly established authority within established guidelines.

Summary of Key Functions  

  • Programme Operations Support, planning and administration 
  • HR, Procurement, Grants and Fund Management
  • Support client relationship, knowledge management and quality assurance
  • Finance and Administration 

Portfolio Support, planning and administration 

  • Contribute to the preparation of work-plans for different components of the portfolio, including establishment of resource requirements and cost implications.
  • In-depth review and comment on project design; analysis of feasibility of projects and cost implications, providing the necessary follow-up actions to projects and programmes accepted for UNOPS execution, participating in issues dealing with rehabilitation and social sustainability.
  • Strategic oversight of planning, budgeting, implementing and monitoring of the  portfolio, tracking use of financial resources in accordance with UNOPS financial rules and regulations. 
  • Actively work with the portfolio management team to coordinate and implement different work streams.
  • Effective monitoring of all aspects of project progress and implementation and undertaking of start-up, supervision, review and other periodic missions; identification of operational and financial problems and finding workable solutions; measuring the impact of projects and evaluation. 
  • Under delegate authority, report to the partners and the supervisor on portfolio and/or project performance, ensuring consistency with both external requirements such as legal agreements and contractual obligations as well as UNOPS internal reporting.

HR, Procurement, grant and fund management

  • Under delegated authority assist the portfolio management team on HR, procurement and grant support services, ensuring upkeep of UNOPS’ credibility in delivering on highly visible projects.
  • Provide and review technical input in preparation of terms of reference for contractors, subcontractors and consultants; prepare list of suitable firms and individual consultants; evaluate proposals received; prepare documents for award within delegated authority or make recommendations for contract awards; help negotiate with successful bidders and prepare contracts and letters of agreement; do the necessary transactions related to ERP system and OneUNOPS.
  • Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation.
  • Responsible for drafting of the Call for Proposals (CFP) process in coordination with the Project Manager; 
  • Administer the CFPs process in line with UNOPS policies and procedures; this includes dissemination and collection of CFPs, preparation for review by grant selection committee, preparation of evaluation reports and the submission to relevant authority for awards;
  • Undertake finance related action for timely disbursements of funds to Grantees and other recipients of funds for the Pooled Fund project.
  • Provide practical, result-oriented guidance and advisory in order to optimize workflows and standardized processes with regard to the partner needs, including development of operational manuals and procedures.
  • Support provision of fund management services, including compliance on fiduciary standards and focus on optimized disbursement structure, accountability, oversight and supervision of the entrusted Fund.

Support client relationship management, knowledge management and quality assurance

  • Contribute to effective client relationship management and the development, set up and initiation of new projects and business lines. 
  • Contribute to the organization and client capacity building of high performance delivery by educating the partner on UNOPS practices and procedures, as well as guiding the partner on relevant learning opportunities within UNOPS Contribute to the development and use of quality assurance and monitoring tools within the portfolio, with a view to ensuring quality of services and meeting of targets.
  • Support data management and ensuring information and knowledge sharing with colleagues and partner in portfolio management; maintenance of the recording and archiving systems, as well as lessons learned and best practices of the portfolio management team. Ensures the necessary follow up of audit recommendations and their due implementation. 
  • Initiate and lead organization and client capacity-building of high performance delivery through coaching and mentoring of internal clients and partners. 
  • Participate in and conduct trainings for the operations/project/client personnel on best tools and/or ERP system. Provide sound contributions to knowledge networks and communities of practice. Develop specifications/TOR, establishment of evaluation criteria, evaluation of bids/proposals for database or other similar new systems.      
  • Identification of sources of information related to policy-driven issues. Identification and synthesis of best practices and lessons learned directly linked to project management.

Finance and Administration

  • Support in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery.
  • Creation and update of award information, including established project information and associated contracts and activity definitions and according to established procedures.
  • Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.
  • Processing of Purchase Orders (POs); performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status and details information.
  • Preparation of authorizations for service activities for approval of Supervisor.
  • Review of budget journal to confirm if funds are available; review of budget activities; running of budget reports; review of budget status and transaction details, budget check exceptions.
  • Creation, import, review, correction and processing of journal entries in General Ledger. Review and running of inquiries on journal, ledgers, or accounting entries.
  • Continuous interaction 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 course of action.
  • Perform other related duties as required.

Education/Experience/Language requirements

a. Education 

  • Master's degree or its equivalent in Business Administration, Public Administration, Law, Economics, Political Sciences, Social Sciences or related fields. A Bachelor's degree in these fields together with 2 years' additional relevant experience will be accepted in lieu of the Master's degree.

b. Experience     

  • A minimum of 5 years of relevant experience in Program management/ Portfolio management is required. 
  • A minimum of 2 years' experience in each of the following areas is required: UNOPS Procurement, Grants and Support to Project Management.

c. Languages

Fluency in English is required. Knowledge of French is desirable.

This vacancy is now closed.
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