Support Services Associate

Job categories Administration, Procurement

Vacancy code VA/2023/B5002/25224

Department/office GPO, GVA, Water, Environment & Climate (WEC)

Duty station Paris, France

Contract type Local ICA Support

Contract level LICA-6

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 05-Jan-2023 to 19-Jan-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

UNOPS

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

UNOPS Water, Environment and Climate Portfolio (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management. The cluster has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution, and environmental conservation under the Paris Agreement. Some of the main partners include UN agencies, bilateral agreements (with the Nordics, Germany, and Italy), the Green Climate Fund, and several NGOs (such as CIFF and CWF).

CCAC

The Climate and Clean Air Coalition (CCAC) is a partnership of governments, intergovernmental organizations, and representatives of the private sector, the environmental community, and other members of civil society.

The CCAC is the only international body working on integrated climate and clean air solutions to reduce the rate of near-term warming. It focuses on fast action to reduce emissions of short-lived climate pollutants (SLCPs) including methane, black carbon, HFCs and tropospheric ozone. From 2022 to 2030, this CCAC’s work is guided by its 2030 Strategy.

Reporting to the Senior Portfolio Manager, the incumbent will be part of the CCAC Secretariat, hosted by the United Nations Environment Programme (UNEP) in Paris, France.

Functional Responsibilities

1. Procurement services support to the Secretariat Administer a range of ...

1. Procurement services support to the Secretariat

Administer a range of transactional-procurement support activities, ensuring compliance with UNOPS and UN rules, regulations, policies and strategies, including the following:

Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global MarketPlace, and other external sources.
Incorporation of necessary steps to embed sustainability in the procurement process;
Completeness of submissions to the Contract and Property Committees (CPCs);
Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments;
Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data;
Information databases, all procurement files and records updated and maintained;
Status reports generated, as required;
Availability of all supporting documents for audit and review purposes.

Undertake or supervise technical support to bidding and tendering processes, focusing on achievement of the following results:

Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;
Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;
Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;
Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;
Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review;
Maintenance of records of LCPC or designated, statutory body.

Administratively and technically support the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity;
Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;
Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;
Review of requisitions for completeness;
Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests;
Constant liaison with vendors and consignee until safe delivery of goods is achieved;
Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;
Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters;
Preparation of monthly reports on procurement matters;
Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken.

Support efficient contract administration, focusing on achievement of the following results:

Follow-up signing of contracts by vendors;
Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;
Dissemination of contract advertisement and awards;
Maintenance of contracts and filing system;
Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics.

2. Travel Services

Provides effective delivery of travel and admin services reflecting best practices, compliance with UNOPS rules and regulations, appropriate risk management and obtaining the best value for money.

Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications for UNOPS personnel and partners in accordance with the UNOPS Travel Policy in a timely manner;
Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;
Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;
Handle travel issues, conflicts, complaints, cancellations and refunds;
Coordinate and maintain relationships with approved UNOPS travel agents;
Conduct research on destinations and request Travel Agent for provision of most direct and economical routes;
Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;
Monitor and track progress with arrangement of travels, missions and events.
Ensure filing of all travel related documents in line with established procedure;
Performs other duties as may be reasonably required and in line with the incumbent’s scope of services.

3. Event Management and Logistics

Provides logistics and asset management services for CCAC meetings, events & workshops.

Support implementation of the logistics activities in accordance with UNOPS and UN logistical procedures.
Oversee protocol matters, ensuring efficient delivery of client services, including visa, registration of personnel and host government authorizations.
Coordinate and supervise processes and services in shipments and customs clearance, insurance, building/facilities/space management, office supplies.
Coordinate supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports, organize assets disposal, assets registration in UNOPS ERP system.
Tracking and planning of CCAC meetings, workshops and events in consultation with the CCAC Secretariat.
Preparation, monitoring, and communication of quarterly travel and meeting plans.
Serve as the primary contact for event suppliers and participants.
Compile data and research information for planning of financial resources/administrative budget for administrative services.
Initiate travel related payments, reimbursements under the Travel Expense Claims (TEC) in the UNOPS ERP system.
Health, safety, social and environmental management (HSSE) focal point for the office, submission of regular reports (monthly, annual), regular office inspection, development of the HSSE plans, Business continuity plan, security focal point (liaison with the UN Department of Safety and Security, incidents reporting).

4. Monitoring, reporting and liaising between relevant partners

Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

Establish and maintain communication protocols between UNEP and UNOPS.
Develop and maintain a monitoring tool for easy tracking of travel and procurement requests.
Support the reporting of financial progress as set out in the legal agreement.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively to understand how CCAC and UNOPS can best streamline their services.
Ensure full compliance with UNOPS and UN rules, regulations, policies and strategies and knowledge of the work areas.
Implement the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
Administer inventory control, supervising proper issuance of inventory items and supplies.
Encourage compliance by team members with existing policies and best practices.

Education/Experience/Language requirements

Education: Completion of secondary school is required. Fi...

Contract type, level and duration

Contract type: ICA Contract level: L-ICA-6 - ISC6 Contract duration: ...

Competencies

Develops and implements sustainable business strategies, thinks long term and ex...

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

Please note that the closing date is midnight Copenhagen time. Applications ...

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.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
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
For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
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.

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.