Portfolio Senior Assistant

Job Highlight

The Portfolio Senior Assistant serves as the central communication point for assigned HR projects, offering comprehensive administrative, financial, procurement, and transactional HR support, while ensuring full compliance with UNOPS rules and strategies.

Role Purpose

The Portfolio Senior Assistant position will be based in Manila, Philippines, and is expected to work in the team of HR Transactional Portfolio led by the Project Manager based in Bangkok, Thailand.

Functions / Key Results Expected

Functional Responsibilities

• Provision of HR Services and Project Management Support 
• Implementation of Operational Strategies and Procedures
• Knowledge Building and Knowledge Sharing
• 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. 
  
  

• Secondary school (or equivalent) with 5 years of relevant experience OR
• Bachelor’s degree (or equivalent) in International Affairs, Business Administration, Social Sciences, Economics, Environmental Studies, Development Studies, or another field relevant to international development assistance with 1 year of relevant experience is required.
  
  

• Technical/Professional License/Diploma
  
  

• Relevant experience is progressive work experience in administration, finance, project or programme support, or related fields.
  
  

• Knowledge of OneUNOPS is desirable.
• Familiarity with UNOPS policies and procedures, especially with regard to finance, travel, procurement of personnel, goods, and services, is desirable.
• Excellent computer skills, including business productivity suites (MS Office 365 and/or GSuite)
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.