NDC Partnership - Procurement Senior Officer (Internal Candidates Only)

Contract

This is a IICA-1 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 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - Job-specific

Austria Multi-Country Office (AUMCO)

The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

• Infrastructure
• Procurement
• Project Management (full service, back on track)
• HR and Transactional Services
• Grants Management
• Technical and Advisory Services
• Project Information

Water & Energy Cluster Background:

The Water, Environment and Climate (WEC) portfolio under the UNOPS Austria Multi-Country Office has built strong partnerships and has effectively been managing a portfolio of 490 million USD over the last 15 years to support key initiatives with fund management, project implementation and administrative support.

WEC effectively operationalizes partners' agendas with global approaches, as well as regional and country specific activities focused on climate action, protection and conservation of the environment. Partners profit from WEC’s ability to operationalize and/or scale up their important substantive agendas, including in support of key multilateral environmental and climate agreements, such as the Paris Agreement, the Cartagena Convention as well as the Sustainable Development Goals.

The NDC Partnership:

The NDC Partnership is a global coalition of countries and institutions collaborating to drive transformational climate action through sustainable development. In 2015, the world endorsed the Paris Agreement and the 2030 Agenda for Sustainable Development. Nations signal their commitments to the Paris Agreement through Nationally Determined Contributions (NDCs) - each country’s strategy to cut its own greenhouse gas emissions and build resilience against the negative effects of a changing climate. The Partnership advances the goals of the Paris Agreement by bringing together nearly 200 countries and institutions in new ways to accelerate NDC implementation and enhance ambition over time. The Partnership’s work through 120 partners supporting almost 80 countries produces many examples of impact, lessons learned and ideas for the future. The Partnership is governed by a Steering Committee, co-chaired by two country representatives. The Partnership’s work is facilitated by a Support Unit (SU) based at World Resources Institute in Washington DC and the UNFCCC Secretariat in Bonn, Germany. UNOPS supports the NDC Partnership and its Support Unit through the Water and Energy Cluster (WEC).

Job Specific Context: The incumbent will be expected to support the Programme Management Specialist across the growing activities of the NDC Partnership project. This role will be expected to support dedicated units located on different time zones. This requires a great deal of adaptability and flexibility to work with different time zones, dynamic government contexts, diverse project teams, and a range of environmental issues relating to water conservation.

The incumbent will be expected to act as an operational coordinator to the NDC Partnership project. Working across a number of projects will benefit from lessons learned and best practices which should be applied to influence and improve the overall performance of the project. Ensuring on time and within budget delivery will be of key importance.

Functional Responsibilities

Summary of functions & Responsibilities: 1. Implementation of transactional procurement 2. Management of procurement processes 3. Project Management Support 4. Admin and Operational Support 5. Knowledge Management

1. In close cooperation with the Project Managers, under the guidance of a technical supervisor, and reporting to the management on central issues related to procurement activities, implements operational strategies and manages procurement, contract, and sourcing transactions, actions and processes for goods, services, and works, focusing on achievement of the following results: - Full compliance of assigned procurement activities with UNOPS rules, regulations, policies and strategies; internal controls and client orientation. - Implementation of the different steps of the procurement processes, including Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management. - Implementation of strategic procurement for projects assigned in the Business Unit. - Research undertaken and data provided for Business Unit’s supply market intelligence and analysis.

2. Manages and guides procurement processes for a select group of technically complex goods, services within a given geographical area and/or Business Unit, focusing on achievement of the following results: - Sustainability embedded along the procurement process. - Timely and duly prepared procurement plans for projects and monitoring of their implementation. - Establishment of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary, either through standard or emergency procurement procedures in compliance with the Procurement Policy. - Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation. - Preparation of submissions to the Contract and Property Committees (CPCs). - Awards recommended based on UNOPS procurement rules and procedures. - Management of procurement contracts, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms. - Advice, remedial actions, or solutions to Programme Managers on procurement issues related to the procurement process and project cycle.

3. Project and Grant Management Support:- Contribute to the development, completion and update of implementation plan(s). - Support project compliance with PMM standards, including through contributing to capacity measures at project level. - Coordinate assigned delivery of work packages and follow-up on progress. - Coordinate and liaise with the team on setting performance milestones and track implementation progress. - Identify and escalate any deviations from work plans and update plans. - Work with the team to identify and manage risks. - Review grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations. - Provide support on grant setup and implementation analysis. - Provide support on grant monitoring & reporting.

4. Administrative Support:

• UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.
• Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
• Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
• Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team, including Administrative Associate, for satisfactory performance and client-oriented services.
• Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
• Efficient and effective cooperation among different sub-teams in terms of achieving results.
• Administrative advice and support to international staff and consultants of Regional Office or Operations/Project Centre.
• Administrative support and services provided to Regional Office or Operations/Project Centre’s key events (e.g. conferences, climate weeks, CoPs, etc.) on a timely and quality basis.

5. Management, Stakeholder engagement, partnerships and communications:

• Support communications with Donors and other Partners.
• Support with the arrangement of the meetings with stakeholders, taking minutes and follow up on actions
• including regular Project Board meetings.
• Support projects with formulation of communication plans. Coordinate internal project communications in line with donor requirements and UNOPS rules.
• Monitor the effectiveness of project communications.
• Participate in, and report on, the relevant inter-agency, donor and government coordination meetings, when required.
• Support colleagues to advise the clients on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance).
• Identify and escalate potential business opportunities for UNOPS.

6. Internal knowledge sharing: - Actively seek advice and coordinate partner engagement within UNOPS WEC. - Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building. - Identification and synthesis of best practices and lessons learnt on project management. - Participation in the periodic review and strengthening of Standard Operating Procedures based on lessons learnt and adaptation of programme/donor requirements. - Collaboration in development of tools and platforms for data and content management, ensuring information and knowledge sharing with clients and partners.

Education/Experience/Language requirements

Education - A relevant university degree (bachelor’s degree / first level) in Project Management, Business Administration, Economics, Public Administration, International Development, Political Science, Communications, International Relations or another relevant discipline is required. - Advanced degree (master’s level or above) is desired and can substitute the 2 years of experience. - PRINCE2 or PMP or similar project management certification at the foundation level will be considered an advantage.

Experience- A minimum of 4 years of relevant and progressive professional experience (or more, depending on the academic credentials) in the field of supporting project implementation and delivery activities, is required. - A minimum of 1 year experience in the field of procurement is required. - Experience with project planning, operations management, monitoring and reporting is preferable. - Progressive experience with international organizations, preferably in UNOPS or another UN agency, is required.

Language Requirements - Proficiency in English is required. - Fluency in French or Spanish is an asset.

Competencies

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.

Contract type, level and duration

Contract type: ICA Contract level: ICSC-9, IICA-1 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.