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Support Services Associate - Maternity cover (Homebased position)

Remote | Home Based - May require travel

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Remote | Home Based - May require travel
  • Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Job categories Administration
Vacancy code VA/2024/B5002/28413
Department/office GPO, GVA, Water, Environment & Climate (WEC)
Duty station Home based
Contract type Local ICA Support
Contract level LICA-6
Duration From 9th September 2024 to 28th February 2025
Application period 21-Jun-2024 to 07-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Background Information - UNOPS Water, Environment and Climate (WEC)
UNOPS Water, Environment and Climate Portfolio (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management. The cluster has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution, and environmental conservation under the Paris Agreement. Some of the main partners include UN agencies, bilateral agreements (with the Nordics, Germany, and Italy), the Green Climate Fund, and several NGOs (such as CIFF and CWF).

Project background Climate and Clean Air Coalition (CCAC)

The Climate and Clean Air Coalition (CCAC) is a partnership of governments, intergovernmental organizations, and representatives of the private sector, the environmental community, and other members of civil society. 

The Climate and Clean Air Coalition is the only international initiative working on integrated climate and clean air solutions to reduce the rate of near-term warming. It focuses on fast action to reduce emissions of short-lived climate pollutants (SLCPs) including methane, black carbon, HFCs and tropospheric ozone. 

The CCAC Secretariat is seeking a “Project and operations management support expert” to facilitate travel arrangements, meeting/workshop organization and procurement. Additional/related tasks would include support for: management of CCAC projects (via implementing partner or consultancy contracts); reporting; plus ad hoc tasks. The expert will work closely with the CCAC Secretariat team, and provide project and operations support through processes followed by UNEP and UNOPS.

Duty station:                     

Please be aware that this is a home-based position, with the duty station being your city of permanent residence. 

Functional Responsibilities

  1. Procurement Services
  1. Travel Services

  2. Event Management and Logistics

  3. Monitoring and Reporting 

1.Procurement services support to the Secretariat 

Administer a range of transactional-procurement support activities, ensuring compliance with UNOPS and UN rules, regulations, policies and strategies, including the following: 

  • Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global MarketPlace, and other external sources.

  • Incorporation of necessary steps to embed sustainability in the procurement process;

  • Completeness of submissions to the Contract and Property Committees (CPCs);

  • Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments;

  • Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data;

  • Information databases, all procurement files and records updated and maintained;

  • Status reports generated, as required;

  • Availability of all supporting documents for audit and review purposes.

Undertake or supervise technical support  to  bidding and tendering processes, focusing on achievement of the following results:

  • Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

  • Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;

  • Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;

  • Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

  • Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review; 

  • Maintenance of records of LCPC or designated, statutory body.

Administratively and technically support the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

  • Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity;

  • Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

  • Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;

  • Review of requisitions for completeness;

  • Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests;

  • Constant liaison with vendors and consignee until safe delivery of goods is achieved;

  • Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;

  • Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters;

  • Preparation of monthly reports on procurement matters;

  • Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

Support efficient contract administration, focusing on achievement of the following results:

  • Follow-up signing of contracts by vendors;

  • Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;

  • Dissemination of contract advertisement and awards;

  • Maintenance of contracts and filing system;

  • Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics;

2. Travel Services

Provides effective delivery of travel and admin services reflecting best practices, compliance with UNOPS rules and regulations, appropriate risk management and obtaining the best value for money.  

  • Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications for UNOPS personnel and partners in accordance with the UNOPS Travel Policy in a timely manner;

  • Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;

  • Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;

  • Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;

  • Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;

  • Handle travel issues, conflicts, complaints, cancellations and refunds;

  • Coordinate and maintain relationships with approved UNOPS travel agents;

  • Conduct research on destinations and request Travel Agent for provision of most direct and economical routes;

  • Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;

  • Monitor and track progress with arrangement of travels, missions and events.

  • Ensure filing of all travel related documents in line with established procedure;

  • Performs other duties as may be reasonably required and in line with the incumbent’s scope of services.

3. Event Management and Logistics

Provides logistics and asset management services for CCAC meetings, events & workshops.

  • Support  implementation of the logistics activities in accordance with UNOPS and UN logistical procedures.

  • Oversee protocol matters, ensuring efficient delivery of client services, including visa, registration of personnel and host government authorizations.

  • Coordinate and supervise processes and services in shipments and customs clearance,  insurance, building/facilities/space management, office supplies.

  • Coordinate supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports, organize assets disposal, assets registration in UNOPS ERP system.

  • Tracking and planning of CCAC meetings, workshops and events in consultation with the CCAC Secretariat. 

  • Preparation, monitoring, and communication of quarterly travel and meeting plans.

  • Serve as the primary contact for event suppliers and participants.

  • Compile data and research information for planning of financial resources/administrative budget for administrative services. 

  • Initiate travel related payments, reimbursements under the Travel Expense Claims (TEC) in the UNOPS ERP system.

  • Health, safety, social and environmental management (HSSE) focal point for the office, submission of regular reports (monthly, annual), regular office inspection, development of the HSSE plans, Business continuity plan, security focal point (liaison with the UN Department of Safety and Security, incidents reporting).


4. Monitoring, reporting and liaising between relevant partners
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

  • Establish and maintain communication protocols between UNEP and UNOPS.

  • Develop and maintain a monitoring tool for easy tracking of travel and procurement requests.

  • Support the reporting of financial progress as set out in the legal agreement.

  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively to understand how CCAC and UNOPS can best streamline their services. 

  • Ensure full compliance with UNOPS and UN rules, regulations, policies and strategies and knowledge of the work areas.

  • Implement the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.

  • Administer inventory control, supervising proper issuance of inventory items and supplies.

  • Encourage compliance by team members with existing policies and best practices.

Impact of Results
The effective and successful achievement of results by the Support Services Associate directly affects the overall efficiency of the individual team’s provision of support services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme, and facilitate the wider strategy of the CCAC objectives 

This role will ensure that the UNOPS procedures are integrated smoothly into the operationalisation of the CCAC Secretariat with effective lines of communication between the two organisations. 

Education/Experience/Language requirements

Education
  • Completion of secondary school is required. 
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
Experience
Required
  • Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
  • Proficiency in computers and office software packages (MS Office and Google Suite) and experience in handling web-based management systems is required.
Asset
  • Experience of UN procurement processes and procedures is desirable, prior UNOPS experience in a similar role would be considered an asset..
  • Experience in use of Enterprise systems including OneUNOPS is desirable.
Languages
  • Full working knowledge of English.
  • Knowledge of French is desirable.
This vacancy is now closed.
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