Portfolio Associate (Internal Candidates Only)

1. Support to Project Implementation (HR Services)

2.  Support to project implementation (procurement, fund management and operational services)

3. Support for Stakeholder and partner communication

4. Team collaboration and support

5. Knowledge building and sharing

• Support the communication of HR policy changes and new HR initiatives with reference to partner personnel to Project manager and partner personnel, providing guidance as needed.

• Liaise with UNOPS’ HR related groups such as BSSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).

• Research precedents and present recommendations to the supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR related issues and assist in the preparation of notes/reports (quarterly, semi annually and annually).

• Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on team work processes to ensure clearance, approvals and timely workflows

• Liaise with HQ and IPAS units to exchange information and follow up on pending issues on travel, contracts and consultant fee etc.

• Perform accurate calculations and verification of necessary documents for claims (travel & over time) processing within agreed TAT after receipt from client.

• Management of health, life, disability and MIAP insurance of UNOPS and partner personnel.

• Follow up or process payroll verification.

• Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation

• Assist in recruitment processes ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.

• Actively participate in work force planning at the - project level and guide clients through recruitment and selection processes. Take lead on requisition initiation, longlisting, testing and interviews, formal approvals, selection minutes, reference checking, fee calculation, offers and rejections, and updating recruitment on-line information system.

• Inform and advise -, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.

Support to project implementation (procurement, fund management and operational services)

• Support PM in identifying procurement modalities by consulting procurement units that best suit the project needs as per client requirements.

• Process monthly payroll through the online ERP System and manually process related entitlements such as certification of payment, R&R, danger pay and DSA

• Support in administrative initiative to PM for partners field operations(RPF creation, documents for admin and logistic support  etc). 

• Support PM in developing and preparing project plans( procurement, HR and logistics plans) in line with the project's needs and guidelines.

• Assist PM in processing payments to suppliers and partners, ensuring proper documentation and authorization sought for finance unit processing..

Support for stakeholder and partner communication

• Act as deputy to PM and extend support to partners on project related issues for smooth operations and delivery. 

• Under the guidance of the PM, provide advice and guidance to partner personnel on administrative procedures, processes and practices.

• Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.

• Advise and guide PM and partner’s  hiring managers and guide them on UNOPS recruitment processes, contract management, payroll and payment processes applied to partner personnel initiatives, resources, and plans.

• Provide advice to the supervisor on good practices, policies and procedures in performance management, including managing of underperformance.

• Support PM in day to day operations and issues through robust communication with client field teams.

• In close coordination with the Project Manager, collaborate with the project team in completing the assigned tasks, help in resolving the administrative issues with different internal stakeholder including IPAS, BSSS and Systems Support and externally with the clients focal points.

• Act as a point of contact for operational matters for the client and also for the team, escalating the issues to Project Manager as and when required.

• Act as a backup for the team and facilitate the project manager in preparing different project reports for the client by getting the required data from different team members and consolidating it for further analysis and reporting.

• Under the guidance of the PM, provide oversight, ensuring compliance by team members with existing policies and best practices.

• Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR and operational related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources and operations. 

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

• Undertake research on a range of HR, fund management and operations related issues and provide content to project managers for notes/reports including quarterly and year-end reports for monitoring, statistical and review purposes by management.

• Set up and maintain reference files, project reports/records.

Education   

• Completion of Secondary education is required. 

• A First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable.

• Knowledge of UN policies, procedures and practices is highly desirable

b. Work Experience 

• Minimum of six years of relevant experience in an international and/or national organization in providing HR administration,  and operations support.

• Some experience in UN system organizations is desirable

• Proficiency in computers and experience in handling web-based management systems is required.

• Experience in using google suit applications is highly desirable.

• Experience in the use of HR information systems, Enterprise systems  is desirable.

 c. Language Skills

• Full knowledge of the working language English and Urdu language is essential.

• Knowledge of another official UNOPS language is an asset.