Consultant - Logistics and Information System Associate, DFAM, New York Headquarters

Contract

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UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope..

The fundamental and primary mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. The role of the Division of Financial and Administrative Management ( DFAM) is to safeguard the financial resources entrusted to UNICEF for the survival, development, and protection of the world’s children by maintaining and improving the financial and administrative systems and procedures to ensure efficient and cost-effective and transparent utilization of the resources. To that end, the Administrative Management Services Section in DFAM is looking for a temporary support from an experienced admin staff to fill a gap and perform specific admin tasks listed in this TOR to support the Environmental Sustainability and Inclusion Unit (ISO), managing the acquisition and delivery of smart energy meters to country offices, working in the Environmental Footprint Accessibility Assessment Tool (EFAAT), adding/removing/changing users and sites, and following up with countries offices for timely submission of their emissions data in EFAAT. This will improve the quality data in EFAAT and subsequently contribute to generate timely and accurate carbon emissions data to enable UNICEF to achieve its carbon reduction goals. In addition, the output of the consultant will have an impact on the climate neutrality as data entered in EFAAT will be more accurate, subsequently leading to getting accurate invoice from the United Nations Framework Convention on Climate Change (UNFCCC) as part of the offsetting the unavoidable carbon emissions

The key objective of this assignment is to support the ISO and Travel Teams respectively in supporting the implementation of delivery of smart energy meters to country offices and updating data in the EFAAT, then liaising with staff in 19 Divisions in New York HQ to ensure timely action of submission of receipts/supporting documents to close open Travel Authorizations (TAs).

How can you make a difference?

Under the supervision of the Officer in Charge (OIC) of the Administrative Management Section of the Division of Financial and Administrative Management, the consultant will be required to:

• Coordinate with General Services Unit to receive and disburse smart energy meters to country offices through the UN pouch.
• Support the Eco Efficiency Unit team with vendors and consultants invoice processing.
• Support Greening and Accessibility Funds (GRAF) disbursement, communicate with country offices and update the records.
• Follow up with country offices to submit progress report and ICON stories for completed Greening and Accessibility Fund projects.
• Update Teams and Communication SharePoint sites.
• Adding/removing/changing users and sites in EFAAT.
• Review user access to sites and support with updating the EFAAT questionnaires.
• Timely and efficient support to Travel Unit; reaching out to travelers of NYHQ Divisions to help reduce open trips and outstanding travel claims.
• Conduct analysis of EFAAT functionality to determine suitability of automatic transfer of travel data from SAP into EFAAT.
• Support Archives Unit in the procurement process of software acquisition for Archives Unit by piggybacking with the UN Office in Geneva ’s Long Term Agreement (LTA) /Contract, ensuring required clearance from Information Security and Data Protection & Privacy and Contract signing with vendors.

Support provided in the management of Satellite offices and invoicing

Deliverables:

The incumbent is expected to achieve the following deliverables.

• Effective Disbursement of smart energy meters to 100 offices.
• Timely processing of smart energy vendor’s invoices.
• EFAAT data timely and accurately adjusted by 31 March 2024.
• Timely and efficient support to Travel Unit. As the Travel Unit is bringing the claims and open TAs down to a normal stabilized level, the unit could avail some help from the incumbent, contacting travelers to ensure they submit their receipts and liaise with the Travel Team to complete the TA (Travel Authorization) process.
• Gap analysis was conducted to determine the suitability of automatic transfer of global Travel data into EFAAT.
• Completion procurement process for acquisition of software for Archives Unit.
• Technical support provided for completion of secondary bidding process using LTA for solar leasing.
• AMS SharePoint site continuously updated in coordination with Head of Units.

Tasks:

Support disbursement of smart energy meters to 50 countries and timely processing of vendor invoices (At least 50 offices). Ensure SharePoint site continuously updated in coordination with Head of Units. Support AMS and manage Satellite offices, including maintenance of database and timely processing of invoices

Support timely EFAAT data reporting, communicate with offices, Adding /removing/changing users, and sites in EFAAT. Review user access to sites and support with updating questionnaires. Follow up to ensure all Countries Offices report in EFAAT.

Support GRAF funds disbursement, communicate with offices and update the team’s records. Follow up with offices to submit progress reports and ICON stories for completed GRAF projects

Provide technical support in the secondary bidding process for the implementation of solar leasing LTA.

Conduct analysis of EFAAT functionality to determine suitability of automatic transfer of global travel data from SAP into EFAAT, and support Travel Unit to timely and efficiently process claims and open Travel Authorizations (TAs). Communicate with offices to promptly submit travel receipts. Liaise with the travel team to complete the TA process.

Support procurement process of acquisition of software in Archives Unit.

To qualify as an advocate for every child you will have…

• An first university degree is Information Management Systems; Logistics; Supply Chain; Financial Management; is required.
• A minimum of seven (7) years of relevant experience in administrative work in procurement, logistics, information management system. An experience in optimization of business processes is a plus.
• Good knowledge of Microsoft.
• Knowledge of UN Enterprise Resource Planning (SAP) is highly desirable.
• Previous work experience with other UN entities on relevant matters (Supply chain, Information System, IT, procurement, logistics, data management, travel, finance), is highly desirable.
• Possess good analytical, communication, and advocacy skills.
• Demonstrate the ability to work in a multi-cultural environment and establish harmonious and effective working relationships both within and outside the organization.
• Fluency in English is required, knowledge of other UN language is highly desirable.
• The applicant must have a legal status in the US and is permitted to work.
• The applicant must have proof of medical insurance covering the duration of the assignment

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.