Background Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
Diversity
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.
** Background Information - Job-specific
Thailand Operational Hub (THOH)
UNOPS Thailand Operations Hub (THOH) is under the UNOPS Asia Regional Office and was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.
Located in Bangkok, Thailand, the Hub comprises three main business units – THOH Thailand, THOH Indonesia and Pacific Cluster. THOH’s current portfolio spans fund management services, transactional services, financial management services, procurement services and project implementation services currently being provided to a wide range of clients including other UN entities, INGOs and Governments/Government agencies in South East Asia and the Pacific.
Pacific Cluster
The THOH Pacific Cluster was established in January 2018 as a separate business unit, having been part of THOH Thailand in 2018. In line with its 2018-2021 business development strategy, THOH is expanding operations in the Pacific specifically in Papua New Guinea in the areas of health and ICT procurement. In the latter half of 2018 THOH plans to establish a dedicated team to manage it’s in country operations in these areas.
The incumbent will work in close collaboration with the project team in THOH, UNOPS Asia Region personnel, partner counterparts, UN agencies and Government officials to promote the successful delivery of THOH’s programmes. He/She will abide to UNOPS’ security policies, administrative instructions, plans and procedures.
The contract type for this position will be part time and may be converted into ongoing full time position at a later stage subject to funding and scope of work.
** Functional Responsibilities
Main responsibilities:
Under the overall direction and responsibility of the UNOPS Senior Programme Manager, and in accordance with UNOPS procedures and practices the incumbent will be responsible for the following:
Summary of functions:
● Assist the Project Manager in drafting plans, reports, contracts, and related documents as required, ensure compliance with contractual obligations and UNOPS policies, processes and procedures.
● Manage information flows and oversee change controls, risk registers and issue management by establishing document control procedures.
● Manage assigned delivery of work packages and take responsibility for progress.
● Coordinate and liaise with the Project Manager on the implementation progress.
● Advise the Project Manager of any deviations from the plan and update plans.
● Support in monitoring and evaluation.
● Assist in coordination of external visits and Programme briefings.**2. Financial management**
● Maintain all supporting project financial documents for audit and review processes.
● Ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
● Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
● Process direct payments, advance requests, and prepare project budget revisions.
● Produce financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
● Support the Project Manager by monitoring budgets, cash flow and reporting on expenses and obligations to ensure that deliverables are met.
● Alert the Project Manager or any financial shortfalls and over-expenditures.
● Propose budget revision and initiate corrective action when necessary.
● Coordinate vendor communications, meetings, and reports as necessary 3. Procurement
● Assist in managing the procurement processes as required in projects, assist in preparing Terms of Reference/Statement of Works, drafting and managing the advertisement of Requests for Proposals and Invitation to Bids and Requests for Quotation where required; coordinate the evaluation process, and assist or manage submissions of awards to relevant Authorities.
● Assist in managing grants and contracts including reviewing financial milestone reports, and managing payments
● Prepare request for awards for approval of the appropriate Procurement Authority, including note to file for small procurements (Shopping Note to File)
● Assist in preparation of Procurement plan and submission.**4. Logistics and administration**
● Responsible for providing overall management, tracking, maintenance and reporting of assets and non- expendable property and equipment and ensuring that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved.
● Ensure that a register for assets, non-expendable property and equipment for office is established and maintained/updated.
● Implement and maintain asset management and inventory control system in accordance with UNOPS Asset Management policy.
● Prepare Receipt and Inspection reports for incoming equipment and supplies.
● Provide logistic support and liaison with logistics staff in receiving goods.
● Monitor/control movement of equipment and supplies into and within the country including all customs and clearance matters.
● Process and follow up on TEC claims e.g. DSA, actual/lump sum travel costs etc. for project personnel and Contractors.
● Follow-up on administrative issues e.g. arrangement of missions, travel authorizations, flight bookings, security clearances etc.
● Liaise with local authorities, THOH hub and other UN Agencies in the country on all administrative matters affecting the operation of the Programme, including visas.**5. Stakeholder management, coordination and liaison**
● Support the coordination and management of communications.
● Liaise and build relationships with other United Nations (UN) agencies and international non-governmental organizations (I/NGOs) for the purposes of facilitating activities and improving the quality and relevance of information analysis.
● Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.
**
● Support the compilation of lessons learned as per defined reporting format.
● Ensure that Local capacities are built at every level and opportunity for Project Management Support.
● Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
● Contribute to expertise in tools and techniques.
** Education/Experience/Language requirements
Education
● Minimum of advanced university degree (master’s degree or equivalent) in procurement, logistics, business administration, supply chain management or related field with 2 years of relevant work experience.
● Relevant first university degree (bachelor’s or equivalent) with additional 2 years of relevant work experience may be accepted in lieu of an advanced university degree.
Experience
● Minimum two (2) years of work experience in project development and management, with focus on monitoring, reporting, development and coordination or related fields in either public or private sector organizations.
● Previous experience in general operational support, procurement, logistics or customs clearing in a reputable organization.
● Expert knowledge and expertise of international procurement and supply chain is preferable.
● UN experience preferred.
● Knowledge of good manufacturing practice standards is an asset.
● Knowledge of World Bank procurement and quality assurance procedures would be an asset.
● Knowledge of procurement rules of other major donors is considered an asset.
● Excellent report writing skills are required.
● Experience in executing procurement programmes in Papua New Guinea especially emergency projects.
Language
● Fluency in oral and written English is required. Knowledge of Tok Pisin is also required.
** Contract type, level and duration
Contract type: LICA
Contract level: LICA-9
Contract duration: Part time (50%), ongoing contract
**The contract type for this position will be part time and may be converted into ongoing full time position at a later stage subject to funding and scope of work.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
The position is based in a family duty station.
** Additional Considerations
It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.
This vacancy is archived.