Contracts Management Assistant (External Party Engagement and Grants Management)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Temporary
  • Posted:
    1 week ago
  • Category:
    Procurement
  • Deadline:
    December 4, 2022

JOB DESCRIPTION

Posting Title: Contracts Management Assistant (External Party Engagement and Grants Management) (Temporary), G6 (Temporary Job Opening)
Job Code Title: CONTRACTS MANAGEMENT ASSISTANT
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 21 November 2022 – 04 December 2022
Job Opening Number: 22-Procurement-UNOV-195698-J-Vienna (O)
Staffing Exercise N/A

Org. Setting and Reporting

This position is located in the External Party Engagement Team) (EPET), which is a specialized team located within the Division for Management (DM), at the United Nations Office at Vienna/United Nations Office on Drugs and Crime (UNOV/UNODC).

EPET is entrusted with the custodianship of the process of engaging external parties and supports the Director of DM on all matters concerning external party engagements, within the scope of the UNOV/UNODC Partnership Policy. The incumbent will work under the direct supervision of the Programme Officer (External Party Engagement and Grants Management), External Party Engagement Team.

For more information on UNOV, please visit our website: www.unov.org

Responsibilities

Within assigned authority, the incumbent will be responsible for the following specific duties:
• Provide administrative support and assistance to UNOV and UNODC (including Field Offices) clients on the engagement of external parties and establish and maintain case files for each engagement.
• As member of a Team provide technical guidance to programme managers on how to design and plan programmes/projects that include external partners and are compliant with the Partnership policy.
• Assist in the provision of guidance, technical advice and assistance to programme managers throughout the processes to engage grantees and implementing partners (IPs) from end-to-end, in line with the UNOV/UNODC Partnership Policy.
• Assist in the clearance of implementing partners: provide guidance on the selection processes of partners; review the preliminary assessments to check for fairness and transparency, technical assessments and conduct due diligence including managerial, administrative and financial management capacity assessments of external partners, verify the information in the UN Partner Portal and compliance with relevant United Nations Financial Regulations and Rules, and prepare the capacity assessment report for approval.
• Manage the grants solicitation process including clearance of the calls for proposal, check the quality of project proposals and budgets recommended for award; conduct due diligence of the applicants and verify information in the UN Partner Portal; draft and prepare the case file submission of the grants programme for approval.
• In undertaking the above, the Contracts Management Assistant will conduct due diligence screening of external partners based on submitted documentation, credentials, past experience, audits and financial reports.
• Coordinate and assist in the preparation of case submissions to the Committee on Grants and External Engagements (COGEE).
• Act as focal point for reviewer and approver of Grantor Management module tasks as well as Security Liaison Officer.
• Maintain statistics and records of cases managed by the EPET, in the database of awarded grants and IPs; maintain the knowledge centre as a permanent resource to underpin the risk management and feedback processes integrated into the UNOV/UNODC Partnership Policy.
• Assist in the monitoring of compliance to contractual arrangements with external parties and record relevant performance information. Follow up with Programme Managers to check that the external partners meet the reporting requirements for financial statements, narrative and audit reports.
• Assist in the monitoring of the effectiveness of UNOV/UNODC Partnership policy and related annexes and contribute to the continuous improvements on processes and procedures.
• Provide guidance, tools and templates, and assist in providing technical advice and training to programme managers when required on how to engage external parties, use of grantor module and facilitate the implementation and application of the Partnership policy.
• Perform other work-related duties as may be required.

Competencies

PROFESSIONALISM: Has knowledge of organizational policies, processes and procedures generally and in particular those related to project/programme administration, including familiarity with contracts administration, procurement, legal protocols or similar processes. Has good knowledge of financial processes. Is able to research and gather information from a variety of sources and to review, evaluate and identify key data and issues. Is able to analyse and actively take part in the resolution of issues/problems. Is able to work well with figures, to maintain accurate records, review and interpret a wide variety of data. Is able to take on a problem-solving approach in adverse situations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.

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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience

A minimum of seven years of working experience in programme management, contract management, procurement, administrative support to programmes, or a related area is required.

Experience in legal aspects of contract management or paralegal experience is desirable.

Working experience with or engaging with civil society organizations is desirable.

Experience in case management with Grantor Management module 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 an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This temporary position is available until 31 May 2023. Filling of this temporary vacancy and actual duration is subject to availability of the post and funding.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

This position is vacant due to the temporary assignment/secondment of the regular incumbent to another office/organization. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post.

If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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 non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder 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 time) on 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 TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.