Org. Setting and Reporting

This position is located in the Shared Portfolio Services (SPteam, Information Technology Service (IT, Division for Management (D, United Nations Office at Vienna (UNO/United Nations Office on Drugs and Crime (UNOD, in Vienna. The incumbent will work under the direct supervision of the Team Leader of the Shared Portfolio Services and under the overall guidance of the Chief of the Information Technology Service.

Responsibilities

• Act as contract management responsible staff for mobile and landline communications, provide administrative support and liaise with the service providers, procurement team and technical teams for cost estimates, quotations, invoices processing. Assist Requisitioning Offices in planning of business continuity for the communication services. • Assist with preparing budget related to mobile and landline communications by planning the requirements and estimating the related costs. • Keep track of the payments to service providers for mobile and landline communications. • Undertake analysis of usage and preparation of estimates for the cost recoveries for mobile devices and accessories clients. • Keep track of mobile devices and accessories cost recoveries and billing related activities by working closely with colleagues in the Service Design and Provisioning Team and the Supervisor/Team Leader. • Create related shopping carts and saved purchase orders. Monitor the invoices, expenditures and adjust the related budgets as needed. Create and review payment requests to service providers through monthly invoices. Monitor and report the costrecoveries and expenditures of communication services. • Act as contract management responsible staff for monitoring the contracts for Internet service providers, liaising with the service providers, procurement team and technical teams for the establishment and renewal of contracts. Assist in planning of business continuity for the communication services. • Assist with preparations of budget related to Internet communication services by planning the requirements and estimating the related costs. • Keep track of payments to Internet service providers. • Create related shopping carts and purchase orders. Monitor invoices, expenditures and adjust the related budgets as needed. Monitor and create payment requests to Internet service providers through monthly invoices. • Handle costrecoveries for ITS support for the video conferencing through IP, VTC meetings and other Web based platforms like Webex, Teams and related services. Manage billing for video conference support and UN WebTV related activities of the Service Design and Provisioning Team by working closely with colleagues and the Supervisor/Team Leader. • Collect relevant information necessary to run the periodic cost allocation for workstation and mobile charges. • Perform tasks related to procurement, service delivery, cost recovery and other required actions. • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Coordinate extensively with service units and liaise frequently with internal team members both at headquarters and in the field. • Perform other related administrative duties, as required (e.g. monitoring accounts and payment to vendors and individual contractors for services; physical space planning;). • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Assist with daytoday administration of contracts between the UN and external contractors for outsourced services. • Verify the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Process the payment of contractors’ invoices and monitor payments. • Prepare and process all UN forms and permissions for contractual and work unit and Service UN staff, including UN grounds passes, property passes, UN parking permits, swipecard access and door keys. • Assist senior staff to initiate, process, monitor, review and followup on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Maintain time and attendance records • Perform other workrelated duties as assigned.

Competencies

• Professionalism: Has ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, programme/project management etc. Has ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to guide, build and sustain effective work relationship with peers to achieve common goal. Has understanding of UN programmes, policies, and coordination mechanisms. Has an understanding of telecommunications and internet provision services market. Has strong analytical and planning skills, ability to build a positive and strong team spirit with staff. Has the ability to perform analysis, modelling and interpretation of data in support of decisionmaking. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modelling and interpretation of data in support of decisionmaking. • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Supplementary courses/training in accounting, procurement, finance, or other relevant field are highly desirable.

JobSpecific Qualification

Not available.

Work Experience

A minimum of five (5) years of experience in the administration, accounting, budgeting or project management of telecommunication services is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a firstlevel university degree or higher. Experience in contract management, including processing and monitoring of the payment of contractors’ invoices is required. Work experience with an Enterprise Resource Planning (ERsystem is required. Work experience with SAP/Umoja is desirable. Work experience with procurement of telecommunication and internet services, including the selection and evaluation of mobile service providers tariffs, roaming rules, mobile communication technologies such as devices and accessories and related invoicing, is desirable. Work experience in a multicultural environment is desirable. Work experience in an international organization or within the United Nations system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English is required. Knowledge of another United Nations official language is desirable. Knowledge of German is desirable as the job requires communication with local providers.

Assessment

Evaluation of qualified candidates may include a technical test and a competencybasedinterview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Nonlocal candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a nonsmoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the SecretaryGeneral, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 2 (. Further, staff members in the Professional and higher category up to and including the D2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira accountholder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York timon the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAININ. THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.