Location: Juba
Deadline: Friday, 04 October 2013
Description
Deadline: Friday, 04 October 2013
Description
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
Background Information -South Sudan
South Sudan
The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.
The United Nations Office for Project Services (UNOPS) – South Sudan Operations Centre (SSOC) is based in Juba, the Republic of South Sudan. Current SSOC operations are largely focused on assisting partners with the implementation of physical infrastructure projects including designing, constructing and rehabilitating roads and bridges, schools, clinics and Government and Ministry offices..
UNOPS–SSOC works with various partners including the Government of South Sudan, donors, and United Nations agencies, funds and programmes e.g., the South Sudan Recovery Fund, the Common Humanitarian Fund, the United Nations Development Programme (UNDP), the United Office for Drugs and Crime, the United Nations Children's Fund (UNICEF), the United States Agency for International Development (USAID), the European Union (EU), the Department for International Development (DFID) and the World Bank.
Background Information - Job-specific
The Budget Officer is a team member of the Programme Management Office and leads a team of three staff. She/he works in close collaboration with the programme managers and project teams in SSOC ensuring successful budget management,including planning, costing and financial reporting.
Functional Responsibilities
Under the guidance and supervision of the Programme Coordinator, the Programme Budget Officer (PBO) provides budgetary support to projects, ensuring high quality,accuracy and consistency of work. The PBO promotes a client-oriented approach consistent with UNOPS rules and regulations. The PBO will work in close collaboration with the Project Managers/Head of Programme/Head of Support Services and shall serve as a liaison focal point.
Budget Management
- Prepares Atlas Budgets and revisions in consultation with project managers;
- Provides support on the tracking of multiple projects, ensures efficient project budget utilization and that requisitions are created according to project requirements within the budget line limits;
- Liaises with the Procurement Unit for purchase orders, contracts, and payment requests to ensure validity of expenditure;
- Clears requisitions prior to submission to HR and Procurement;
- Provides support where required to Project Managers in the preparation of work plans,project documents and project proposals;
- Works with PMs to establish measurable long/short-term targets and monitors progress to measure performance;
- Provides reporting and information on project status;
- Facilitates work and coaches the budget team, shares knowledge and expertise in managing projects and operations. Institutionalizes knowledge sharing among colleagues and in interacting with clients and partners.
Advisory Support, Knowledge Management and Capacity Building
- Advises project personnel on the application, interpretation and adoption of corporate financial rules, procedures and guidelines;
- Provides advisory support to Project Managers on Standard Operating Procedures (SOPs),templates and guidelines, and support documents from project formulation, project approval and project closure with a focus on budget/finance-related matters,costing, etc.;
- In coordination with various Support Unit Heads, prepares workflow processes and procedures (business process mapping) for the effective and efficient processing and tracking of all transactions with clients;
- Strengthens and mainstreams processes and procedures in providing support services through the development/provision of manuals and work flow processes and procedures,placing at the disposal existing UNOPS guidelines and tools/SOPs and project-best practices and training materials;
- Assesses and identifies training and learning needs, develops training schedules and organizes workshops, meetings, etc. to strengthen the capacity of national budget personnel and thereby ensure smooth implementation and effective reporting for their respective projects;
- Provides training and guidance to other PBOs in the various offices and projects;
- Sets goals, objectives and milestones and monitors performance indicators and achievements.
Coordination and Support
- Provide a view of commitments on programmes/projects and/or on business as usual activities which will impact on the ability of a programme to deliver;
- Financial accounting – assisting the Programme Manager with budget control for the programme, assuring status reports are maintained on all projects in the programme;
- Provides the necessary advice and support during the 'formulation phase' of new initiatives with a focus on quality assurance and quality control of project documents, costing and cost implications, implementation plans, milestones and benchmark indicator while adhering to UNOPS project approval processes and procedures;
- Liaises and maintains links with UNOPS Headquarters (HQ) and the Regional Office (RO)on the required submissions, and establishes good relations with HQ and RO staff;
- Supports PMs and others to negotiate the most cost-effective and mutually beneficial terms for UNOPS services with prospective clients and partners, by providing institutional knowledge of fees and project services to clients;
- Coordinates with other Support Units, Project Managers and PBOs in obtaining information that would serve as inputs to the Operation Centre's general information database;
- Creates a repository of project documents, technical and financial progress reports,audit reports, assessment reports, terminal reports, etc.;
- Operates through matrixes working relationships primarily with Senior Management,various Support Units, Project Managers and other project staff;
- Serves as a focal point on information related to PBO assignments, overall project/project financial score card and links between Management, Project Managers and PBOs and HQ on projects/project-related queries and transactions (e.g. ATLAS, audit,financial accruals, etc.);
- Actively works with Project Managers and Officers in all phases of the project cycle,specifically in terms of project formulation/development up to project approval,supports the quality development of project documents in accordance with project and budget guidelines, work and financial plan templates, SOPs, etc.
- Conducts needs analyses; develops strategies aimed at optimizing support service delivery;
- Supports the implementation of project activities by undertaking missions to project implementation facilities to report progress, identifies operational problems and solves them by taking appropriate action;
- Maintains all supporting project financial documents for audit and review processes and is responsible for providing to the auditors financial reports and data analysis as required by the auditors;
- Undertakes other project budget tasks as required by the Programme Coordinator.
- Advanced university degree in finance, business administration, or related discipline. Professional certification in finance or accounting is desirable. (A Bachelor's degree with up to two years of relevant work experience may substitute for an advanced university degree).
- Minimum 5 years of experience in budgeting and financial management for budgets in excess of $10m. (An additional 2 years of relevant work experience in combination with a relevant Bachelor's degree may substitute for a Master's Degree);
- Knowledge of UNOPS/UN regulations, rules, policies, procedures and practices;
- Experience with Atlas or other Enterprise Resource Planning(ERP) is necessary;
- Experience of working with UNOPS is highly desirable;
- Cost estimating;
- Cost tracking and analysis;
- Understanding of financial methods and the interlinks with programme and project performance;
- Analyses interfaces and critical dependencies between projects and recommending appropriate actions to the project manager;
- Demonstrates professional and personal ethics and openness to encourage similar behavior and respect from colleagues and partners;
- Good report writing skills;
- Strong analytically skills;
- Knowledge of the UN system and familiarity with UNOPS procedures an advantage;
- Fluency in written and spoken English required;
- Leadership: Proven supervisory ability and/or technical leadership. Ability to maintain effective working relations both as a team member and team leader;
- Communication: demonstrates openness in sharing information; keeps people informed; demonstrates active listening skills; tailors language, tone, style and format to match audiences; two-way communication skills;
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise - is willing to learn from others; places the team agenda before one'sown personal agenda; supports and acts in accordance with the final group decision, even when such decisions may not entirely reflect his/her own position; shares the credit for team accomplishments and accepts joint responsibility for the team shortcomings;
- Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate time and resources; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently;
- Client Orientation: establishes and maintains productive partnerships with clients by gaining their trust and respect; meets deadlines for delivery of services to clients; identifies client needs and matches them to appropriate solutions.
- Please note that the closing date is midnight Copenhagen time (CET)
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
- For any queries on your recruitment please email recruitmentssoc@unops.org . Please do not submit an application to this email! Applications will only be accepted on GPRS
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.
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