CPC Administration Specialist

Contract

This is a IICA-2 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - UNOPS

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.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Job-specific

The CPC Administration Specialist will work in a unit of 15 people, alongside the CPC Chairs and the secretariat members. The primary focus of the unit is running the Review Committees which reviews the award of all contracts in UNOPS over a certain value - including certain non-staff contracts - plus asset disposal and write-off requests. The CPC Administration Specialist will be responsible for managing the secretariat and ensure that the process, scheduling and flow of information on cases under review is timely and consistent with the established process and procedures.

Functional Responsibilities

Under the direct supervision of the Chair Review Committee (CRC), the CPC Administration Specialist shall be responsible for the following:

Team Management

• Facilitate the engagement and provision of high quality results and services of the Secretariat team through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Corporate Function and Service

• Positive, patient, constructive communication with members, submitting officers and other stakeholders.
• Positive contributions to teamwork and collaboration with members and CPC team.
• Manage the development of new CPC Tool and efficient running of current CPC submission tool in close cooperation with ICT and keeping the CRC updated.
• Team focal point for all BOA and other audit inquiries in consultation with the CRC.
• Team lead on all data and ad hoc requests.

Review Committee Meetings

• Manage the secretariat in the efficient management of the review process
• Ensure routine of meeting management is adhered to
• Manage allocation of cases to members and Chairs, where appropriate in consultation with the CRC
• Responsible for the screening of cases prior to acceptance including making decisions on rejecting prior to review.
• Manage the case load, maintenance of standards, training of secretariat members, and deadline adherence.

Review Board Documentation

• Prepare and distribute a draft of the official minutes and recommendations of meetings and obtain clearance of this document by all participating Committee members for complex cases when requested by the CRC.
• Ensure the maintenance of a permanent record of all Committee minutes/recommendations and submissions reviewed by the Committee for a minimum of five years.
• Manage the record of authoritative interpretations

Knowledge Management

• Manage and ensure the accuracy of statistics on submissions as requested.
• Maintain the HQCPC intranet page as required.
• Use technology, electronic systems and tools to initiate work, share information with colleagues.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilise these productively.

Competencies

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. 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.

Education/Experience/Language requirements

a. Education

• A first-level university degree (Bachelor’s Degree) is required. Advanced University Degree (Master’s or higher) is desirable and may compensate for some of the required years of experience.

b. Work Experience

• A minimum of seven (7) years of relevant experience (with a First Level University Degree), or five (5) years (with Masters degree or higher) is required in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
• A good understanding of UNOPS, its role and mandates preferably with associated field experience.

c. Languages

• Fluency in English, and fluency in either French or Spanish including excellent drafting and editing skills are required;
• Knowledge of another official UN language is an asset.

Contract type, level and duration

Contract type: International ICA Contract level: IICA2 Contract duration: One year extendable

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• 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.