Support Services Manager

Background information: VIEMCO

The Vienna Multi-Country Office (VIEMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, VIEMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in parts of the Western Balkans, South Caucasus, and Central Asia, focused on:

• Infrastructure

• Procurement 

• Project Management

• HR and Transactional Services

• Grants Management 

• Technical and Advisory Services

Background information: Job-Specific

Under the overall guidance of the VIEMCO HoSS, the incumbent is responsible for providing operational support to meet the business needs of VIEMCO units.  This includes taking the lead to manage the processing of specific procurement, administration, logistics and grants processes, as well as assisting with the delivery of human resources and finance functions in coordination with the relevant VIEMCO operations units. The incumbent is also expected to support the development, rolling out and inception of new projects within VIEMCO’s geographical areas of responsibility by undertaking various operational tasks.

Procurement & Logistics Services

• Facilitate the development and management of a procurement management system in relation to the planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNOPS Procurement Manual.

• Provide effective and efficient procurement support/services to facilitate the timely sourcing, supply and provision of goods, services and works as per UNOPS standards, and in line with the applicable rules and regulations, including those relating to accountability, ethics, integrity and performance.

• Coordinate and manage the appropriate procurement processes required by the office and its projects, including: assisting with development of Terms of Reference/Statements of Work; sourcing of potential suppliers and other market assessment activities; drafting and conduct of solicitations; receipt, opening and evaluations of bids/quotations; submissions to the appropriate review bodies; creation of award requests and their approval by the appropriate authorities; creation and signing of the relevant contractual mechanisms with the identified/selected suppliers. 

• Facilitate the creation of an effective vendor management and evaluation system and database, including coordinating conduct of supplier background checks and evaluations.

• Help manage the logistics of goods and equipment to facilitate and confirm the deliveries of the required goods and works, including through inspections where relevant, as well as their safekeeping.

• Support the supervisor in conducting reviews of issues and risks relating to VIEMCO’s procurement and supply-chain services, and development of approaches to address and resolve key challenges in coordination with the relevant HQ units.

Grants Services

• Help the supervisor in facilitating the development and management of a grants management system, covering non-governmental organizations and government agencies, as relevant, in accordance with UNOPS’s policy on grants support.

• Work with the supervisor to ensure that viable grants management solutions that meet operational needs, as well as partner expectations and project requirements, are offered in a cost-effective manner.

• Coordinate and manage the grants processes required by the relevant projects, including: assisting with the development of Terms of Reference; drafting and conduct of Calls for Proposals; evaluations of proposals with technical experts; submissions to the appropriate review bodies; creation of award requests and their approval by the appropriate authorities; creation and signing of the relevant contractual mechanisms with the identified/selected entities.

• Take the lead in monitoring and managing the performance of the grantees, including conducting reviews/evaluations of the deliverables and financial reports, processing of amendments and payment requests, and escalation of the relevant issues and risks to the supervisor.

Education and Experience

• Advanced university degree (master’s degree or equivalent), preferably in business, economics, finance, public administration, or similar area.

• A first-level university degree with relevant combination of academic qualifications and two years of additional experience related to the nature of the position may be accepted in lieu of an advanced university degree. 

• CIPS level 3 or above (or similar procurement certification) is highly desirable.
• At least five (5) years of progressive experience in providing operational/support services is required. At least two (2) years of this must be in an international/multicultural setting. 
• At least three (3) years of experience in providing procurement support and services in a public sector setting is mandatory.
• Past work experience in the areas of financial and human resources management is highly desirable.
• Experience with using ERP/financial management systems is required.
• Past work experience with UN/UNOPS, and familiarity with the UN rules and regulations, are highly desirable.
• Previous experience in using e-sourcing and -solicitation systems will be considered an advantage.

• Expert knowledge of English is required, including strong writing and presentation skills. 
• Knowledge of other official UN languages, particularly Russian, is highly desirable.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.