PSP Operations Associate

Vacancy Notice

PSP Operations Associate, GS-6

Private Sector Partnerships Service (PSP),

Division of External Relations (DER), UNHCR Copenhagen, Denmark

Vacancy no.: CPH/VN/2021/008

Title: PSP Operations Associate

Duty Station: Copenhagen, Denmark

Contract Type: Fixed Term Appointment

Grade: GS-6

Application closing date: 24 February 2021

Organizational Context

The PSP Operations Associate will support the PSP region/unit in the implementation of a variety of tasks related to finance, admin, HR and procurement and will ensure that all processes are set up efficiently and in line with the existing policies and procedures.

S/he will provide advice and recommendations on the application of policies and procedures related to these areas to ensure compliance and will support, train and build capacity of PSP admin staff.

Working closely with HQ and other internal stakeholders, the Senior PSP Operations Associate will also support in overall monitoring of income and expenses, as well as with PSP planning, reporting and budgeting.

Duties and Responsibilities

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

• Support staff in the PSP region/unit on administrative and financial rules and regulations in order to ensure compliance with UNHCR rules and procedures.

• Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.

• When required, provide assistance in sharing best practices and procedures for financial and administrative management and office management are implemented and assist in organizing and providing training and advice.

• Work with offices to maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.

• Check the monthly accounts and administrative activities to ensure that disbursements are in accordance with UNHCR financial rules.

• When required, participate in the recruitment and appointment process and assist with administrative formalities concerning hiring of staff/UNOPS/Contractors/Consultants.

• Assist with all administrative tasks related to staffing and provide advice on personnel and administrative policies and procedures.

• Support PSP region/unit with HCC procurement processes and assist PSP admin staff with local LCC procurement processes in line with UNHCR regulations, rules and procedures

• Assist the supervisor with the preparation of PSP annual budget and financial planning, according to the budget formats provided by the Global Operations Section in Copenhagen

• Assist with preparation of annual staffing, ABOD and operations budget of PSP region/unit

• Administer the overall income and expenses for PSP region/unit and assist with preparation of annual, quarterly, mid-year, monthly PSP reports

• Support the supervisor with organizing workshops and meetings which includes venue arrangement, admin and logistics support

• Prepare reports and presentations for senior level staff and other stakeholders, as required.

• Assist in training and capacity building activities of PSP admin staff and provide necessary support and training

• Facilitate the mission travel of staff, including following up on travel authorization, booking, tickets as required

• Assist PSP staff in the area of office management and other administrative tasks as required

• Perform other related duties as required.**

Essential Minimum Qualifications and Professional Experience Required

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Relevant Job Experience

Essential

Proven relevant experience in more than one of the following areas: human resources, administration, finance, budget, and procurement. Ability to come up with innovative and creative solutions to operational challenges. Ability to support, train and build capacity of PSP admin staff in region/unit. Ability to work well under pressure on multiple tasks simultaneously, establish priorities and deliver quality output in a most time-efficient manger in support of PSP region/unit.

Desirable

Experience working in the UN. Experience with PSP or interest in learning about PSP and understanding the operations. Knowledge of UNHCR policies and procedures related to admin, finance, HR and procurement. Experience with UNHCR systems. Understanding of the complexities of working with an international organization with multiple geographical operational

Functional Skills

*FR-Private Sector Fund Raising (PSFR) techniques

*UN-UN/UNHCR Administrative Rules, Regulations and Procedures

UN-UN Organizational Regulatory frameworks, policies, processes

MS-Standard Operating Procedures (preparation of)

FI-Finance

HR-Human Resources

AD-Administration

IT-Computer Literacy

IT-Microsoft Office Productivity Software

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if

Competency Requirements

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Cross-Functional Competencies

Analytical Thinking

Planning and Organizing

Technological Awareness

Operational Context

UNHCRs Private Sector Partnerships Service (PSP) has been working globally with different UNHCR regional and country offices and conducting a variety of activities to fulfil one simple primary purpose: maximize private sector funds while spreading awareness and advocating for a greater understanding of the refugee story, growing a global community in support of refugees and UNHCR.

The Global Operations team coordinates the Annual Planning process and consolidates, analyses and reports on performance across the PSP fundraising network.

The team is also responsible for managing the National Growth Fund, the main source of investment in private sector fundraising programmes, and to support the PSP network of offices and National Partners in monitoring implementation and fundraising performance.

The PSP Operations Associate is a member of the Global Operations team and will report to the PSP Officer (Planning). The incumbent will support the team and the wider PSP network, particularly in relation to follow up on financial planning and reporting, and annual partnerships agreements.

Conditions

Written assessment might be included in the recruitment process