Fund Portfolio Associate
Flourish Ventures
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Job summary
The UNDP Multi-Partner Trust Fund Office in New York seeks a Portfolio Associate to support MDTFs/JPs with administrative, programme and financial tasks. Under the Portfolio Manager and the Executive Coordinator, you will help maintain files, set up donor/agency codes, and coordinate budgets and reporting processes.
You will assist in preparing annual reports, manage project extensions and closures, and monitor donor contributions and budgets across Quantum and SharePoint.
Qualifications
- Minimum 6 years (with Secondary education) or 3 years (with University Degree) of progressively responsible experience in administrative and/or programme support services.
- Experience in UN pooled financing mechanisms would be an asset.
- Proficiency with MS Word, Excel and web-based management systems required; ERP experience desirable.
Responsibilities
- Prepare and facilitate signatures of standard Contribution Agreements (SAAs) and MOUs.
- Set up and update Gateway pages for MDTFs/JPs and related projects.
- Maintain donor and implementing agency codes and supplier profiles.
- Prepare documents for annual consolidated reporting and ensure timely receipt of narrative and financial reports.
- Coordinate project extensions/closures and monitor budget records and expenditures.
Skills
Education
Tools
Job description
Hosted by the UN Development Programme (UNDP), the Multi-Partner Trust Fund Office (MPTF Office) is the only United Nations unit exclusively dedicated to the design and administration of multi-stakeholder pooled financing instruments. Since 2003, it has supported over 200 UN-implemented pooled funds, providing an integrated platform of inter-agency pooled fund services to help UN organizations and partners make fast and efficient progress towards collective outcomes, like the 2030 Agenda. The MPTF Office’s current portfolio is over $16 billion in total, with more than $1.8 billion per year in contributions and includes more than 150 active pooled financing mechanisms.
The MPTF Office’s trustee and fund design and administration service is a standard setter in the UN System - professionalized, highly transparent and firewalled from all UN implementing entities. The MPTF Office has put in place a number of tools and systems to support its transparent and accessible fund administration services such as its digital platform the MPTF Office Gateway. As a shared UN service provider, the MPTFO operates in a distinct and dedicated business unit. It provides an integrated service platform that, in addition to core trust fund design and administration functions, provides complementary services to users like data analytics, research administration, and knowledge management.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Under the supervision of the Portfolio Manager and the overall guidance and direction of the Executive Coordinator of the MPTF Office, the Fund Portfolio Associate’s responsibilities will include the following main functions:
- Prepare and facilitate signatures of standard Contribution Agreements (SAAs) and Memoranda of Understanding (MOU).
- Ensure timely set-up and update of GATEWAY pages of assigned MPTFs/JPs and related projects.
- Prepare requests for setting up new donor and implementing agency codes, and initiate requests for supplier profile creation.
- Maintain all relevant Fund files (hardcopy and e-copy on SharePoint).
- Update on a regular basis all clients contact database including donor information.
- Provide routine programmatic support to Fund Secretariats and other Fund stakeholders by responding promptly and efficiently to queries and requests.
- Create proposals and set up budgets in Quantum and route proposal and/or budget to Portfolio Manager for approval of award in MDTF1 / sending budget to KK.
- Assist in the preparation of documents for the annual consolidated reporting for all MPTFs / JPs and in ensuring the timely receipt of narrative and financial reports from Participating Organizations.
- Coordinate activities around project extensions and closure, including determination of unutilized funds and donor balances, and facilitation of donor refunds/transfer to new funds.
- Conduct review of the MDTF1 Funds and projects to maintain accurate status information in Quantum (end date, budgets, active, inactive, operationally closed, and financially closed).
- Assist in managing of donor commitments and tracking of receipt of donor contributions and track donor earmarks.
- Assist in monitoring and tracking project approvals, budget records, disbursements and statements of expenditure submitted by the Participating Organizations on an on-going basis.
- Lead authorizing reviews of Fund Transfer Checklist, including proper checking of the supporting documents for payments and follow-up on missing documentation.
- Prepare standard financial reports for inclusion in the annual consolidated progress reports for MDTFs / JPs.
- Contribute to office strategy and workplan development.
- Support in the organization of knowledge events on specific Funds/JPs or the overall MPTF Office portfolio.
- Synthesize lessons learnt and best practices related to specific aspects of portfolio administration.
- Focal point and/or alternate for programme related travel and office operations tasks.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
N/A
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
- Knowledge generation: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations
- Monitoring & Evaluation: Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.
- Partnership Management: Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
- Communication: Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
- Secondary Education is required OR
- A University Degree (Bachelor’s) in Business, Public Administration, Economics or other relevant fields will be given due consideration but is not a requirement.
- Minimum 6 years (with Secondary education) or 3 years (with University Degree) of progressively responsible experience in administrative and/or programme support services is required.
- At least 2 years of working with UN pooled financing mechanism would be an asset.
- Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems is required
- Experience in using ERP systems is desirable.
- Fluency in English is required
- Knowledge of French and/or Spanish would be desirable.
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection
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