LCPC Secretariat Assistant

The Asia Region (AR), Europe and Central Asia Region (ECR), and the Middle East Region (MR) Local Contracts and Property Committees (LCPC) require the services of an assistant to provide routine transactional support to LCPC secretariat (100%). The primary focus of the unit is to review the award of all contracts in the AR, ECR and MR that are over a certain value - including certain non-staff contracts.

The Secretariat ensures that the process, scheduling and flow of information on contracts under review is timely and consistent with the established procedures. The assistant will be responsible for a variety of administrative tasks and services. The incumbent takes routine decisions on administrative processes based on clearly established authority and guidelines.

Under the general supervision of the AR Management and Oversight Advisor and the direct supervision of the Joint Administrative Associate, the assistant in co-ordination with the Joint Administrative Associate, is responsible for the following:

• Assist in preparing agenda for LCPC meetings, and arrange the logistics of the meetings, including circulation of the material to be reviewed;
• Assist with preliminary screening of submissions and follow up with the submitting officers regarding any basic missing supporting documents;
• Maintaining the schedule of panel members to attend each meeting;
• Attend Committee meetings and note the panel’s discussions;
• Assist in preparing the minutes and recommendation memo in respect of each meeting with the details of each requested award and the Committee’s recommendation;
• Promptly forwarding on to the submitting officer the minutes of the LCPC meeting and the decision made by the Regional Directors;
• Manning the LCPC online submission system as well as the shared LCPC mailbox with the Administrative Associate;
• Maintain hard and on line records for easy reference and retrieval. Close all files and final reports on systematic basis;
• Search through past submissions and records to respond to requests from audit or legal teams;
• Assist in preparing reports, statistics, charts, graphs and tables applying skills in use of technology and information system in the organisation;
• Perform other related duties as required.

• Proven excellent organisation and planning skills.
• Excellent communication, interpersonal and negotiation skills. Tact and natural courtesy in dealing with colleagues across the organisation is required, together with the ability to stand ground.
• The candidate will have to assimilate rapidly large amounts of information while still maintaining an overview.
• Ability to work both in a team and independently
• Proven ability to perform successfully under pressure.

Education:

• Secondary Education (High school) degree is required.
• A Bachelor or master’s degree in Business or Public Administration, Project Management, Procurement, Law, Economics, International Development, Social Studies, or related field will be considered a strong asset and can substitute for some or all of the required years of experience.

Experience:

• Four years of relevant professional experience, preferably in project support functions, operations and/or compliance are required in combination with a secondary education degree.
• A BA or a MA degree can substitute for some or all the required years of experience respectively.
• Fully proficient computer skills in Microsoft Word, Excel and PowerPoint are required.
• Knowledge of UN/UNOPS rules and procedures with regard to procurement of goods, services and works is desirable.
• Knowledge of UNOPS rules and procedures with regard to the engaging of Individual Contractors (ICAs) is desirable.

Language:

• Fluency in oral and written English is required.
• Ability to read French and/or Spanish will be considered an asset.

• Contract type: Local Individual Contractor Agreement 
• Contract level: LICA-4
• Contract duration: ongoing; subject to satisfactory performance and available budget

• 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.
• 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.