Contracts Management Assistant (External Party Engagement and Grants Management)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located in the External Party Engagement Team (EPET), which is an independent Team located within Business Process Reengineering and Change Management/ 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 leading the External Party Engagement Team (EPET).

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) programmes and projects on the engagement of external partners and establish and maintain case files for each engagement
• Assist in the provision of guidance, technical advice and assistance to programme managers throughout the processes to engage end- beneficiaries and implementing partners (IPs) from end-to-end, in accordance to the UNOV/UNODC Partnership Policy.
• Assist in the clearance of implementing partners: provide guidance on the selection processes of partners; review the preliminary assessments, technical assessments and conduct due diligence through the administrative capacity assessments of external partners and prepare the capacity assessment report for review and approval either by the official with delegated authority or to the Committee on Grants and External Engagements.
• For the end-beneficiaries: review the draft calls for proposal for compliance and soundness of document, review the shortlist of project proposals and budgets recommended for award; conduct due diligence on the administrative capacity of applicants; draft the case file of the grants programme for review and approval either by the official with delegated authority or to the Committee on Grants and External Engagements.
• Draft the legal agreement and negotiate contractual terms of engagement with external parties. Review requests, draft and prepare case files for amendments to agreements in collaboration with the programme manager.
• Focal point for Umoja related tasks in Grantor Management module as a reviewer and approver.
• Assist in the overall maintenance of the EPET’s digital archive, ensuring transparent and effective filing practices; maintain statistics and records of cases submitted to the EPET.
• Assist in the monitoring of compliance to contractual arrangements with external parties; record relevant performance information and follow-up on outstanding actions related to the agreements with programme managers.
• Assist in the monitoring of the effectiveness of UNOV/UNODC Partnership policy and related manuals and contribute to the continuous improvements on processes and procedures.

• 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.

Job - Specific Qualification Passing the Global General Service Test (GGST) is a prerequisite 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 five years of working experience in programme or project administration, technical cooperation, contract management or procurement is required.

Experience working with and contracting external partners is required.

Experience with an ERP system is required.

Experience with SAP-based/UMOJA applications and the use of the grant or management module is desirable.

Experience in the use of Microsoft applications, i.e. Word, Excel, PowerPoint and Share point is desirable.

Work experience within the United Nations common system or a similar large organization is desirable.

Work experience with different countries or field offices is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice 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 shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.